Office Administrator

The Office Administrator oversees front-desk operations, coordinates practitioner schedules, manages retail inventory, and executes billing. They act as the primary liaison between aesthetic injectors, estheticians, the medical director, and patients. The ideal candidate creates a welcoming, luxury environment while maintaining rigorous medical record organization and practice efficiency. Key ResponsibilitiesFront Desk & Patient Experience Greet incoming patients with an upscale, professional demeanor. Manage appointment calendars for multiple treatment providers. Check patients in/out and handle dynamic phone inquiries. Educate prospective clients regarding available aesthetic treatments. Resolve patient complaints or scheduling conflicts smoothly. Financial & Billing Operations Process point-of-sale payments for medical treatments and retail. Manage cosmetic reward memberships like Alle and Aspire. Track daily revenue and balance front-desk cash drawers. Coordinate medical billing and finance payment plans. Generate monthly reports on sales, packages, and practitioner productivity. Inventory & Vendor Management Monitor retail skincare stock and medical treatment consumables. Place purchase orders with authorized pharmaceutical and device vendors. Audit inventory counts weekly to prevent shrinkage or stockouts. Coordinate device maintenance and laser calibration service visits. Compliance & Human Resources Enforce HIPAA regulations regarding electronic medical records (EMR). Ensure proper intake forms and medical consents are signed. Onboard new staff regarding spa software and internal policies. Develop work schedules for coordinators, estheticians, and nurses. Maintain safety standards mandated by OSHA and state medical boards. Job Requirements & QualificationsRequirement [1, 2, 3, 4] Description Education High School Diploma required; Associate degree preferred + experience in medical office management, luxury spa, or dermatology retail is a plus but not necessary Software Skills Proficiency in computer skills, MedSpa EMRs (Jane) (not required but a plus) Compliance Knowledge Strong foundation in HIPAA privacy rules and OSHA clinical safety . Interpersonal Skills High emotional intelligence, professional grooming, and sales aptitude.

Key Skills Needed Upselling/Retail Savvy:

Ability to confidently recommend skincare products.

Multitasking:

Handling ringing phones, check-ins, and provider requests simultaneously.

Discretion:

Managing sensitive patient data and aesthetic concerns confidently.

Organization:

Maintaining digital charting systems with zero errors

Pay:

$40,000.00 - $60,000.00 per year

Benefits:

Flexible schedule

Work Location:

In person