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Office Administrator

2 weeks ago


Stamford, United States Pure Medical Aesthetics Full time
Job DescriptionJob Description

Locations: 2001 West Main St, Stamford, CT 
and
148 East Ave, Norwalk, CT
Position Type: Full-Time

Job Summary:
We are seeking a highly organized and dynamic Office Administrator to oversee the day-to-day operations of our medical spa, which features two locations, a team of skilled injectors and aestheticians. The ideal candidate will ensure smooth and efficient operations, exceptional customer service, and adherence to compliance standards. This role is pivotal in maintaining a high-quality experience for both clients and staff.

Key Responsibilities:

Administrative Management

  • Coordinate and oversee daily operations across both spa locations.
  • Manage schedules for multiple injectors, aestheticians, and support staff to optimize workflow.
  • Create an organized filing system for client records, vendor documents, and compliance-related paperwork and adhere to it

Client Relations

  • Ensure all clients are greeted warmly and assisted promptly with scheduling, inquiries, or concerns.
  • Oversee client feedback systems and address any issues to maintain high satisfaction.
  • Monitor appointment bookings and ensure adherence to protocols for cancellations or rescheduling.

Staff Coordination

  • Serve as the primary point of contact for staff inquiries and issues.
  • Facilitate staff meetings, training sessions, and team-building activities.
  • Monitor time tracking and prepare payroll reports in collaboration with the accounting team.

Inventory and Supply Management

  • Manage inventory of skincare products, injectables, and other supplies to ensure availability.
  • Coordinate with vendors for timely restocking and negotiate cost-effective procurement.

Compliance and Safety

  • Ensure compliance with state and federal regulations for medical spas.
  • Maintain safety protocols and oversee regular inspections for equipment and cleanliness.

Marketing and Communication Support

  • Assist with implementing marketing strategies, including social media campaigns and client promotions.
  • Collaborate with the marketing team to create a seamless client experience for new services and products.

Qualifications:

  • Experience: Minimum of 3 years in office administration, preferably in a medical, spa, or wellness setting.
  • Education: High school diploma required; associate’s or bachelor’s degree in business administration or a related field is preferred.
  • Skills:
    • Proficient in scheduling software, CRM systems, and Microsoft Office Suite.
    • Exceptional organizational and multitasking abilities.
    • Strong written and verbal communication skills.
    • Knowledge of medical spa services, including injectables and skincare, is a plus.
  • Personal Attributes:
    • Positive, professional demeanor with excellent interpersonal skills.
    • Ability to handle sensitive client and staff information with confidentiality.
    • Self-motivated and proactive in solving problems.

Compensation and Benefits:

  • Competitive salary based on experience.
  • Employee discounts on spa services and products.
  • Opportunities for professional development and growth.

If you are a motivated professional with a passion for beauty, wellness, and organization, we invite you to apply and become an integral part of our growing medical spa team

Company DescriptionPURE Medical Aesthetics is a boutique med spa located off 95 on the border of Stamford and Greenwich. We pride ourselves on our individual, customized treatments that always take our clients’ needs into account. We offer services such as Botox, fillers, lasers, massage, facial treatments and more. PURE is about emphasizing the natural beauty within each of us, using the latest techniques while maximizing safety and comfort – enhancing what is truly PURE about you.Company DescriptionPURE Medical Aesthetics is a boutique med spa located off 95 on the border of Stamford and Greenwich. We pride ourselves on our individual, customized treatments that always take our clients’ needs into account. We offer services such as Botox, fillers, lasers, massage, facial treatments and more. PURE is about emphasizing the natural beauty within each of us, using the latest techniques while maximizing safety and comfort – enhancing what is truly PURE about you.