Carla Thomas Med Spa is seeking a tech-savvy, highly organized Practice Manager to run the day-to-day operations of our boutique, nurse practitioner-owned med spa. This role is the operational backbone of the practice, managing the front desk and client experience, keeping our provider and estheticians' schedules full, overseeing our systems (Aesthetic Record, vendor accounts, staff coordination), and freeing our owner to focus on clinical care and long-term business growth rather than daily operations. We care far more about how you think and work than whether you have a med spa background. We are looking for a genuine self-starter who is fluent with technology, comfortable using AI tools to build, document, and improve systems and processes, and able to recognize inefficient workflows and improve them without being asked. This is an on-site, hands-on role for someone who wants real ownership over how a small practice operates. Schedule Tuesday through Friday, approximately 8:30 AM to 4:30 PM Every other weekend, approximately 9:00 AM to 1:00 PM, for weekend appointment coverage Approximately 30 to 34 hours per week, with flexibility to grow to full-time (36 to 40 hours) as the practice grows 100% on-site. This role is the in-person point of contact for clients and staff during business hours. Compensation $25.00 to $32.00 per hour, depending on experience (approximately $45,000 to $53,000 annually at 32 hours per week, with higher earning potential if the role grows to full-time). Opportunities for performance-based bonuses are built into the position. Key Responsibilities Front Desk and Client Experience Greet clients upon arrival and manage check-in, including intake forms and consents in Aesthetic Record Manage check-out by collecting payment, scheduling follow-up appointments, and processing retail sales Answer and triage incoming texts, phone calls, and direct messages, including booking questions, rescheduling, and general inquiries while escalating clinical questions to Carla Manage the daily schedule across all providers by resolving scheduling conflicts and filling last-minute openings Systems and Operations Use technology and AI tools to build, document, and continuously improve practice systems and processes, replacing manual or inconsistent workflows whenever possible Serve as the practice's Aesthetic Record administrator by managing pricing updates, calendars, automated reminders, and reporting Maintain and expand the practice's SOP library so key processes are documented and not dependent on one person Track and order retail products and treatment supplies while managing vendor relationships and inventory reorder points Support onboarding and scheduling for new and existing staff Staff Coordination Coordinate esthetician schedules and monitor booking and utilization metrics Support accountability check-ins tied to performance goals, such as new client bookings Keep the marketing content calendar, including social media, blogs, and newsletters, on schedule by coordinating deadlines with the marketing team. This position does not create marketing content. Business Support Prepare simple monthly operational reports, including bookings, utilization, and no-show trends, for owner and accountant review Assist with light bookkeeping tasks, including reconciling daily transactions in QuickBooks Online Identify recurring operational issues and present recommended solutions to the owner Qualifications Genuinely tech-savvy with the ability to quickly learn new software and regularly use AI tools such as ChatGPT or Claude to improve productivity Highly organized self-starter who can build and manage systems, prioritize work, and stay on top of responsibilities with minimal supervision Comfortable managing people and holding staff accountable to schedules and performance goals Strong written and verbal communication skills, as this person represents the practice on every phone call, text, and client interaction Previous experience in a medical office, med spa, salon, or other service-based business is preferred but not required. We value systems thinking, organization, and technology proficiency over years of industry experience. Comfortable with basic bookkeeping, account reconciliation, and light vendor negotiation

Reports To:

Carla Thomas, NP-C, Owner Pay:

$25.00 - $32.00 per hour

Benefits:

Employee discount

Work Location:

In person