Med Spa Office Manager

3 weeks ago


Pasadena, United States Pure Cell New Life Solutions Full time
Job DescriptionJob Description

We are seeking a Med Spa Office Manager to become a part of our team 

Job Responsibilities: 

  • CA state current Medical Assistant license
  • Current BLS certification
  • Minimum 1 years experience as a receptionist, in office management, or related role in an aesthetic or regenerative medicine setting
  • Strong organizational skills with the ability to multitask and prioritize tasks effectively
  • High school diploma required, associates degree preferred
  • Proficient in administrative tasks such as data entry, record keeping and report generation as well as back office tasks such as inventory management
  • Excellent communication skills, both verbal and written
  • Professional phone etiquette with the ability to handle inquiries and resolve issues promptly
  • Ability to be flexible and versatile with fluid workflow
  • Proficient in basic computer skills as well as Google Drive, Sheets and Docs
  • Preferred: knowledge of medical office management practices and procedures
  • Preferred: experience in vendor management and contract negotiations

DUTIES & EXPECTATIONS:

  • Oversee and manage all aspects for the office and ensuring smooth operations and efficient workflow
  • Supervise front desk operations, including greeting visitors, answering phone calls and directing inquiries
  • Manage and supervise staff, including hiring, training and scheduling
  • Stepping in as needed to help cover the front office team including role of scribe for the Doctor/Director
  • Develop and implement policies and procedures to maintain high standards of service as well as training programs for staff to enhance their skills and productivity
  • Maintain and update medical records, ensuring accuracy and compliance with regulations
  • Monitor appointments and bookings and highlight any problems in troughs or business
  • Have complete knowledge of all services and treatments performed at each facility
  • Maintain cost effective inventory and supply reordering
  • Coordinate with vendors and suppliers to ensure timely delivery of products
  • Maintain knowledge of all providers’ schedules and restrictions
  • Maintain a clean and organized office environment
  • Provide exceptional customer service by addressing client concerns and resolving issues promptly
  • Ensure that all legal documents necessary to doing business are complete, filed and appropriately maintained

Candidates must have knowledge of aesthetic treatments and regenerative medicine and have an interest in developing their knowledge and skills. We are looking for someone who is energetic, possess an entrepreneurial mindset, has outstanding communication skills and is highly self-motivated.



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