Medical Office Manager [English/Chinese Bilingual] Wei Aesthetic Institute Irvine, CA Job Details Full-time $22 - $32 an hour 8 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Employee discount Life insurance Qualifications Vendor relationship building Medical documentation Phone communication English Administrative experience Attention to detail Clinical information systems Organizational skills Multi-line phone systems Productivity software Chinese Community relationship building Managing patient records Office phone management Full Job Description Job Overview We are seeking a dynamic, highly organized, and proactive Office Manager who is bilingual in English and Chinese to oversee the daily operations of our medical practice. This key leadership role is responsible for ensuring efficient office workflows, coordinating staff and providers, maintaining a professional patient experience, and supporting the overall growth and success of the practice. The ideal candidate will have strong leadership and organizational skills, excellent communication abilities, and experience managing a fast-paced medical, aesthetic, or healthcare environment. You will play an essential role in coordinating staff, vendors, administrative operations, patient services, HR functions, and practice initiatives. Key Responsibilities Oversee daily office operations, including front desk activities, multi-line phone systems, patient flow, and scheduling for providers and staff Manage patient check-in/check-out, appointment coordination, confirmations, follow-ups, and overall patient experience Ensure accurate patient records, proper documentation, and compliance with HIPAA and office policies Develop and maintain efficient office workflows, procedures, and systems to improve productivity and patient service Supervise, coordinate, and support administrative and front-office staff, including scheduling, training, performance management, and daily task assignments Coordinate provider and staff schedules and ensure adequate office coverage Oversee onboarding and offboarding processes, employee records, training, and other HR-related administrative functions Coordinate meetings, staff training, special events, and practice initiatives Manage relationships with vendors, service providers, and outside partners, including ordering, scheduling, and issue resolution Monitor office supplies, equipment, inventory, and facility needs Maintain a clean, organized, professional, and welcoming environment for patients, providers, and staff Assist with patient communication, marketing initiatives, promotions, social media coordination, and community outreach Support practice growth by identifying opportunities to improve operations, patient retention, and overall efficiency Help develop and implement office policies, protocols, and standard operating procedures Handle confidential patient, employee, financial, and business information with discretion Identify operational issues proactively and take initiative to resolve them or escalate them appropriately Qualifications Proven experience in office management, medical office administration, or healthcare operations Bilingual fluency in English and Chinese, both written and spoken Strong leadership, organizational, problem-solving, and multitasking abilities Excellent verbal and written communication skills with professional phone and interpersonal etiquette Ability to work independently, take initiative, prioritize tasks, and manage a fast-paced environment Proficiency in Microsoft Office and scheduling/EMR systems; EMR experience strongly preferred Strong attention to detail and ability to maintain accurate records Ability to handle confidential and sensitive information with professionalism and discretion Strong customer service and patient-centered approach Preferred Skills & Experience Experience in a medical, aesthetic, dermatology, OB/GYN, or other healthcare practice Previous supervisory or office management experience Experience with staff scheduling, training, and performance management Experience with HR processes, onboarding, and employee administration Experience with vendor management, purchasing, and office operations Familiarity with medical office workflows, HIPAA requirements, and compliance standards Experience supporting marketing, patient retention, promotions, or practice growth Strong event planning and project coordination skills Ability to develop and implement systems, protocols, and standard operating procedures

Pay:

$22.00 - $32.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Employee discount Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person