Office Manager/Client Experience Manager in Rye Brook, New York at

Advanced Dermatology Save New Job Function:

Admin/Clerical/Secretarial Advanced Dermatology Rye Brook, New York, 10573, United States Posted on October 28, 2026 New job! Apply early to increase your chances of getting hired.

Job Description Description:

The Office/ Client Experience Manager act as a brand ambassador, front line client coordinator and sales driver for medical aesthetics.

Core Responsibilities Client Experience & Reception :

Greet incoming clients/patients, manage check-ins/check-outs, maintain a clean and relaxed reception area, and ensure high-touch, personalized care. Ability to deescalate unsatisfied clients/ patients.

Scheduling & Communication :

Handle appointment bookings, phone calls, texts, emails, and direct messages, as well as confirm schedules and coordinate clinical flow with the medical team.

Sales Conversion :

Educate clients on aesthetic services, skin care products, and services.

Outbound Concierge & Follow-Ups :

Execute post-treatment care calls as appropriate, encourage and respond to patient reviews (maintain NPS >80), encourage referrals, and manage re-activation outreach.

Operations & Compliance :

Full oversight and management of front office and back-office workflow(s) with strict adherence to HIPAA privacy regulations.

Business Development & Events:

Support local marketing events, build relationships with local referral sources.

Job Duties:

Office Staffing:

Responsible for scheduling support staff for provider: patient ratio(s) Reviews PTO calendar, monitors OT, manage employees breaks Assess and revise work schedules of both Medical and Non-Medical staff as needed Maintain Time & Attendance records for all non-physician employees Conflict management Accountability champion Maintain Medical Staff/ Provider schedule to ensure patients/ clients are scheduled appropriately

Patient Scheduling:

In collaboration with Contact Center Responsible for daily patient/client schedules ~ productivity, appointment type, reminders/ confirmations, communications (call, text, emails), etc.. Responsible for management of appointment systems to include

Next Patient, ZocDoc, DermPro, ModMed Personnel Management:

In collaboration with HR Recruit, retain, orient, train and coach front office and back-office staff Assist with annual review evaluation process of all supervised staff members

Finance & Operations:

In collaboration with Finance Dept. & Operations Dept . Daily reconciliation of client/ patient payments Maintain petty cash system to ensure funds are available, receipts are reconciled and journals reflect all transactions Collaborate with Purchasing, Accounts Payable, and Finance Department to ensure proper reconciliation of care slips, packing slips, invoices, & receipts Inventory management: Responsible for ordering and reconciling all office supplies and inventory to include product, and injectables.

Medical Records:

Strict adherence to HIPPA guidelines ensuring records are completed per policy and released per policy when requested Attends provider and department staff meetings as required Active participation in seminars and events as requested Other projects and duties as directed by the Territorial Manager/Senior Management.

Requirements:

Qualifications & Skills Experience:

1 to 3+ years in customer service, hospitality, a luxury medical spa, or high-end retail environment preferred General understanding of medical &cosmetic dermatology preferred

Interpersonal Skills:

Exceptional communication, active listening, and a warm, service-oriented presence required

Technical Proficiency:

Familiarity with ModMed, patient booking systems, patient review platforms (Yelp/ Google) and

Microsoft Office Sales Aptitude:

Comfortable with consultative selling, tracking Key Performance Indicators (KPIs), and driving client retention Scan to Apply Just scan this QR code to apply from your phone. Fast Easy Apply on the go Scan to Apply Not ready to apply yet? Enter your email and we'll send you a reminder to come back and apply. Remind Me Later Explore Related Opportunities Administrative Services and Facilities Managers jobs near me in New York Jobs near me in New York Administrative Services and Facilities Managers jobs Job Location Rye Brook, New York, 10573, United States Frequently asked questions about this position Similar Jobs In Rye Brook, New York Hot Job Logistics Manager Chase Office Supplies, LTD Brooklyn, New York New Hot Job Assistant Branch Manager First Commerce Bank Teaneck, New Jersey New Bilingual Case Manager Covenant House New York Bronx, New York New Cybersecurity Technician Preferred Business Systems, Inc Whippany, New Jersey New Practice Manager Westchester Medical Center Valhalla, New York See Job Details