Find & Apply For Office Manager Jobs in Garden City, New York

We are looking for a dependable, detail-oriented Assistant Manager to help run the day-to-day operations of a fast-paced medical weight-loss and MedSpa clinic. This is a hands-on role at the center of patient care, medication ordering and labeling, sales and lead conversion, and team support. You will be one of the people patients rely on to keep their medication on track and one of the people the team relies on to keep the week running smoothly. We are hiring with growth in mind. The Assistant Manager will start by mastering the clinic's core weekly workflow and, over time, take on greater ownership and expand into adjacent services the clinic offers and plans to offer — including MedSpa and body-contouring services, additional wellness and supplement lines, and new patient programs. This is a role for someone who wants to grow with the clinic, not just fill a seat. What You'll Do The Assistant Manager's week follows a predictable rhythm built around patient communication, medication readiness, and sales follow-up.

Core responsibilities include:

Patient Communication & Medication Reorders Serve as the primary point of contact for incoming patient messages throughout the day — answering questions about dosing, timing, pickup, and payment, and keeping conversations from falling through the cracks. Run the weekly medication reorder text campaign to current patients, monitoring and responding to the steady stream of replies it generates. Move patients into their next medication cycle on the order spreadsheet, entering each order accurately with careful attention to dosage, payment status, and package tracking. Follow up on outstanding orders, payments, and scheduling so nothing stalls before a medication order can move forward. Order Processing & Charges Process patient charges, confirming the correct amount is billed and each order is properly documented. Identify patients who need to be charged or whose package usage needs updating before an order is placed. Medication Labeling & Quality Control Prepare labels for roughly 20-30 patients' medications on labeling days, verifying every detail against the patient spreadsheet and CRM notes. Patient name, prescribing doctor, medication, dose/strength, lot number, and expiration date. Cross-check each label to ensure the right medication is assigned to the right patient with the right prescription information. Update medication status in the CRM from "Waiting Label" to "Ready" so the team knows each order is prepared for pickup. Prepare and schedule pickup messages in advance using a scheduled-messaging tool, timed to when each patient's order will be ready. Sales, Lead Conversion & CRM Management Call and follow up with leads in CRMs, explaining the program and working to book consultations — prioritizing same-day appointments, which convert best. Keep the CRMs clean and accurate: move leads into the correct opportunity stage (booked, no-show, canceled, came in but didn't purchase, enrolled/purchased) and ensure completed sales are marked "Won" and tagged as "Current Patient." Audit each salesperson's weekly work — verifying tags, stages, notes, and documentation are correct, and following up on anything missing. Review sales charges against CRM records and resolve any discrepancies. Team Support & Clinic Operations Support the team throughout the day — answering questions, troubleshooting patient, order, and scheduling situations, and stepping in to assist with medication pickups and body-contouring appointments as needed. Help keep a busy appointment schedule moving on high-volume clinic days (including Saturdays), staying flexible and prioritizing immediate patient needs. Review the weekly staff schedule, confirm coverage, and help resolve scheduling issues. Recurring & As-Needed Responsibilities Manage office inventory and place supply orders (e.g., gloves, syringes, alcohol wipes, pickup bags, supplements) when stock runs low. Review medication and B12 inventory and place reorders as needed. Manage missed payment-plan payments on a bi-weekly basis — maintaining a running list, processing claims, and following up with patients to ensure no medication is sent to accounts that haven't paid. Participate in the monthly MedSpa sales review with the MedSpa lead. Growth & Advancement This role is designed to expand. As the Assistant Manager becomes fluent in the core workflow, they will be expected — and supported — to grow into adjacent services the clinic offers and continues to add.

Over time that may include:

Taking greater ownership of MedSpa and body-contouring services — from patient consultations to service delivery and follow-up. Expanding into additional wellness, supplement, and aesthetic offerings as the clinic's service lines grow. Helping launch and refine new patient programs and services , contributing to how they're rolled out and improved. Developing into a broader leadership role with increasing responsibility for operations, staff, and revenue as the clinic expands. We're looking for someone who sees this as a path, not just a position — a person eager to learn new services, take on more, and grow alongside the business. What We're Looking ForRequired Exceptional organization and attention to detail — this role lives and dies by accurate dosages, charges, labels, and CRM records. Strong, warm communication skills, both written (patient texts) and verbal (lead and patient calls). Comfort juggling many moving parts at once — patient messages, orders, labeling, and sales follow-up often happen in parallel. A patient-first, service-minded attitude and the reliability to follow through on every open item. Comfort learning and working in software systems (CRM, spreadsheets, SMS tools) and picking up new tools quickly. Availability to work Saturdays, the clinic's highest-volume day. Preferred Prior experience in a medical office, MedSpa, weight-loss, or wellness clinic setting. Experience with sales, lead conversion, or patient follow-up. Familiarity with medication ordering, labeling, or pharmacy-adjacent workflows. Spanish Speaking Preferred Why Join Us The Assistant Manager isn't a background role — you're at the heart of how patients experience our care and how the clinic grows. You'll work closely with a collaborative team, build real relationships with patients, and have a genuine runway to take on more as we expand into new services.

Pay:

$22.00 - $26.00 per hour Expected hours: 40.0 per week

Work Location:

In person