Office Manager

GENERAL POSITION DESCRIPTION:

The Office Manager of Kirsch MedSpa will be responsible for overseeing the daily operations of the Medical Spa to ensure the highest level of customer satisfaction, quality of service, team member engagement and productivity and profitability. He / She will lead a team of professionals to deliver excep;onal medical spa treatments and services. Additionally, he/she will work closely with medical leadership, ensuring compliance with regulatory standards and promoting a culture dedicated to service excellence and continuous improvement.

KIRSCH MEDSPA TEAM MEMBER REQUIREMENTS:

• Has an infectious and positive work ethic and inspires others.
• Demonstrates effective verbal and written communication skills that are clear, well-organized and exhibit an understanding of audience’s needs.
• Through genuine and positive communication, ensures that each guest feels informed, understood, and special.
• An adept team player who contributes valuable ideas and feedback and can be counted on to meet commitments.
• Is able to keep up with the Von & Co environment, embraces accountability and welcomes challenges with energy and passion.
• Pursues activities with focus and drive, defines work in terms of success and can be counted on to complete goals on time.
• Adheres to standards of business conduct and compliance.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

Leadership & Team Management:

• Supervise business operations team including front office personnel and other administrative staff.
• Partner with Leadership Team on recruiting, hiring, and training studio team members.
• Provide ongoing coaching, mentorship, and performance feedback to ensure teamm embers reach their full potential.
• Oversee schedule and handle employee questions and concerns, including payroll, time-off requests, health insurance, and other personnel related inquiries.
• Foster a positive and collaborative work environment that promotes teamwork, excellence in service delivery, and employee engagement and loyalty.

Operational Management:

• Supervise day-to-day operations.
• Implement operational policies, procedures, and protocols to ensure consistent experiences, as well as efficient and effective operations.
• Oversee guest flow and assist clinical and business staff as needed. Support providers in delivering quality care.
• Ultimately responsible for collections, confidential and accurate maintenance of guest and business documentation. Responsible for quality assurance programming of accurate clinical charting.
• Responsible for socializing and ensuring accurate implementation of all package, promotional, and loyalty programs.
• Oversee inventory management and maintenance of studio equipment and facilities, ensuring immaculate appearance of reception area and treatment rooms.
• Oversee and monitor supply budget.
• Holds team accountable to key performance indicators(KPIs) and ultimately is responsible for their achievement.

Customer Service Excellence:

• Champion a culture of exceptional customer service by setting and upholding high standards of guest care and satisfaction.
• Address guest inquiries promptly and professionally.
• Coordinate with medical leadership to address concerns and complaints promptly and professionally, ensuring resolutions that exceed expectations.
• Consistently maintain service excellence model to drive customer loyalty and retention.

Compliance and Quality Assurance:

• Ensure compliance with all relevant regulatory requirements, including licensure, safety, and sanitation standards.
• Collaborate with the Chief Medical Officer to maintain adherence to medical protocols and best practices for treatments and procedures.

Marketing:

• Identify opportunities for partnership and collaboration within the local community to expand studio’s client base.
• Monitor competitor activities to stay informed of changes in market dynamics.

Off note: The above reflect the general details considered necessary for the performance of the role identified and shall not be construed as a comprehensive description of all work requirements that may be inherent in the job. Job incumbents will be expected to perform other duties, beyond those stated above, as necessary for the effective operation of the position, department of the business.

QUALIFICATIONS:

• Bachelor’s degree in business administration, hospitality management, or related field (master’s degree preferred).
• Minimum of 3 years of experience in a managerial role within the medical spa, wellness, or hospitality industry.
• Strong leadership and interpersonal skills, with the ability to inspire and motivate a diverse team.
• Excellent organizational and time management abilities, with keen attention to detail.
• Knowledge of medical spa treatments, skincare products, and cosmetic procedures, a plus.
• Proven track record of driving growth and achieving business objectives.
• Exceptional communication skills.

STATUS & SCHEDULE:

• Full Time
• Standard business hours: Monday – Thursday 8am – 5pm. Friday 8 am – 430 pm.

The Office Manager of Kirsch MedSpa plays a critical role in ensuring the success and sustainability of the spa by providing effective leadership, fostering a culture of excellence, and delivering outstanding customer experiences. If you are passionate about the intersection of health, wellness and beauty and possess the requisite skills and experience, we invite you to apply for this exciting opportunity!

Job Type: Full-time

Pay: From $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person