Find & Apply For Office Manager Jobs in Encinitas, California

Office Manager- Medical Spa AP Med Spa |

North County San Diego, CA Pay:

$28-$32 per hour, based on experience About AP Med Spa AP Med Spa is a well-established, woman-owned medical spa dedicated to providing exceptional aesthetic treatments and personalized patient care. We pride ourselves on creating a welcoming, professional environment where patients feel confident, cared for, and supported throughout their aesthetic journey. We are seeking an experienced, organized, and personable Office Manager to oversee daily front office operations, support our team, and ensure an exceptional patient experience from the first point of contact through checkout. The ideal candidate is a proactive leader who thrives in a fast-paced environment, enjoys working with people, and can balance patient service, team coordination, administrative responsibilities, and business goals. Position Overview The Office Manager will be responsible for managing the daily flow of the front office, supporting the patient care team, maintaining efficient scheduling and communication, and helping drive patient retention and revenue growth. This role requires strong leadership, attention to detail, excellent communication skills, and the ability to take initiative without needing constant direction. Key Responsibilities Front Office & Daily Operations Oversee daily front desk operations to ensure the clinic runs efficiently and professionally. Manage appointment scheduling, confirmations, cancellations, waitlists, and provider schedules. Monitor appointment flow and proactively address scheduling gaps, delays, and conflicts. Ensure patient paperwork, consent forms, and records are completed accurately. Maintain a clean, organized, and welcoming reception area. Patient Experience & Communication Welcome patients and provide a warm, professional, and personalized experience. Respond to patient calls, texts, emails, and inquiries in a timely manner. Address patient concerns professionally and escalate clinical matters appropriately. Coordinate consultations, follow-ups, and treatment appointments. Support patient retention, membership engagement, and rebooking efforts. Team Leadership & Accountability Lead and support front office team members, including Patient Care Coordinators. Help establish daily priorities, communicate goals, and maintain team accountability. Assist with onboarding, training, and ongoing staff development. Facilitate effective communication between front office staff, providers, and leadership. Identify operational challenges and recommend solutions. Sales, Memberships & Business Growth Support monthly revenue goals, service promotions, and membership growth. Track leads, consultations, conversion rates, rebooking, and other key performance indicators. Ensure inquiries and prospective patients receive consistent follow-up. Educate patients on services, skincare products, memberships, and promotions within the scope of the role. Assist with retail sales, treatment package sales, and membership administration. Administrative Responsibilities Maintain accurate patient information and front office documentation. Assist with payment processing, checkout, membership billing, and end-of-day procedures. Monitor office supplies and communicate inventory needs. Follow established policies, procedures, and HIPAA privacy requirements. Assist with implementing and maintaining standard operating procedures. Qualifications Previous experience in a medical spa, aesthetic practice, dermatology office, plastic surgery practice, or similar patient-focused setting. Previous management, supervisory, or team leadership experience preferred. Strong organizational, communication, and problem-solving skills. Excellent customer service and patient relationship management abilities. Comfortable with sales, lead follow-up, membership programs, and performance goals. Strong computer skills and the ability to learn practice management and scheduling software. Ability to multitask, prioritize responsibilities, and remain composed in a busy environment. High level of professionalism, accountability, discretion, and attention to detail. Working knowledge of HIPAA and patient confidentiality requirements. What We're Looking For Our ideal candidate is someone who: Takes ownership of responsibilities and follows tasks through to completion. Is proactive, resourceful, and comfortable making sound operational decisions. Leads by example and creates a positive, collaborative team environment. Is detail-oriented while also understanding the bigger picture of business operations. Enjoys helping patients feel confident and cared for. Understands that an excellent patient experience and a successful business go hand in hand. Compensation & Benefits Hourly pay: $28-$32 , depending on experience and qualifications. Opportunity to work with an established medical aesthetics practice. Collaborative, supportive, and professional team environment. Opportunities for professional development and growth. Additional benefits and perks to be discussed during the interview process. How to Apply If you are an organized, motivated leader who enjoys both patient care and business operations, we would love to hear from you! Please submit your resume and a brief introduction highlighting your relevant management experience and why you would be a great fit for AP Med Spa. We look forward to meeting you!

Pay:

$28.00 - $35.00 per hour Expected hours: 36.0 per week

Benefits:

401(k) Employee discount Paid time off

Work Location:

In person