Medical Spa Manager

Medical Spa Manager Optimal Wellness & Beauty Chicago, IL Job Details Part-time $22 - $35 an hour 7 hours ago Benefits Employee discount Referral program Qualifications Teamwork Sales management Medical office experience Medical scheduling Medical records Full Job Description About us Optimal Wellness & Beauty is a luxury, family-owned anti-aging med spa in Chicago's vibrant Fulton Market District. We specialize in personalized, results-driven aesthetic and wellness treatments designed to help clients look and feel their best. Our business is experiencing exciting growth, and we're looking for a hands-on Manager to be the operational heartbeat of our spa and help us continue this upward trajectory. The role We are seeking an adaptable, people-first Med Spa Manager to join us 2-4 days a week. In this dynamic role, you'll be the "glue" that keeps our clinic running smoothly — supporting our staff and providers (nurses and aestheticians) so they can focus on delivering outstanding patient care. We welcome candidates from a variety of backgrounds. Whether you bring marketing instincts, a business background, a passion for aesthetics, or simply exceptional organizational and people skills — if you're driven, resourceful, and genuinely love helping a team thrive, we'd love to hear from you. What you'll do Clinic leadership & staff management Manage daily operations, ensuring all staff and nurses are on top of their tasks Act as a dedicated support system for practitioners — doing what it takes to make their jobs easier and more efficient Cultivate a positive, collaborative environment where staff communicate effectively and work well together Keep all staff up to date on Vagaro — ensuring proper usage, timely patient notes, and full adherence to the guidelines set by our medical director Serve as the point person for clinic compliance, making sure our team consistently follows established protocols and standards of care Financial tracking & sales management Keep meticulous records of unique client deals, provider commissions, and revenue splits (including injectables, peptide partner splits, and extended employee sales) Ensure providers and partners are updated weekly or monthly on their finances Track all referrals — for peptide therapy programs and across all services we offer — and maintain accurate, organized records Educate the sales team on new peptides and ideal combination therapies to actively drive product sales Ensure all service pricing is current and clearly communicated to the entire staff Front desk, scheduling & patient coordination Answer calls, warmly greet clients, and provide premium receptionist support Deeply learn and internalize our full menu of services so you can speak about them confidently and authentically with every client Naturally weave in relevant service recommendations during client conversations — listening for cues and cross-promoting complementary treatments in a way that feels helpful, never pushy

Manage Vagaro:

organize patient information and schedule clients efficiently Confirm upcoming appointments, complete post-treatment follow-up calls, and assist with before-and-after photo documentation Handle walk-ins creatively — if a client needs to schedule outside normal hours, contact providers to check availability and follow up with the client promptly Keep the daily email inbox organized, flagging urgent items for the owner Client growth & retention Think creatively and proactively about ways to bring in new clients and re-engage past ones — we want someone who genuinely enjoys this part of the business Execute targeted text and email marketing campaigns through Vagaro to reach clients with promotions, seasonal offers, appointment reminders, and personalized check-ins Explore and utilize additional outreach channels beyond Vagaro — whether that's community partnerships, referral incentive programs, loyalty campaigns, event-based promotions, or other creative strategies you bring to the table Identify lapsed clients and develop thoughtful win-back campaigns that feel personal, not generic Look for opportunities to surprise and delight existing clients — small touches that build loyalty and generate word-of-mouth referrals Marketing, website & social media Ensure our website is consistently up to date — accurate product and service information, current pricing, and a fresh, on-trend look and feel that reflects who we are Collaborate closely with our marketing partner to keep social media platforms active, relevant, and aligned with current trends and promotions Work alongside the owner on local and street-level marketing efforts, contributing ideas and helping execute initiatives as needed Help organize marketing materials and promotional campaigns to highlight our services and drive bookings Inventory & supply management Monitor and maintain inventory of all products and service essentials used in the clinic Track stock levels and proactively flag when items need to be reordered — keeping the team stocked and operations running without interruption Maintain organized records of inventory usage and supply needs What we're looking for Hands-on management experience (med spa, medical office, or luxury hospitality is a big plus) Business background or business-related education is preferred, but not required Ability to learn Vagaro or similar booking/practice management software quickly Comfortable tracking spreadsheets, deducting product costs, and calculating commission splits A natural multi-tasker who is adaptable, organized, and a genuine problem solver Polished, professional demeanor with excellent client-facing communication skills Creative thinker who takes initiative and works well with a close-knit team Compensation & schedule Hourly rate: $28-$35 (Based on experience)

Schedule:

2-4 days Per week, flexible Benefits Generous employee discounts on products and services Supportive, family-owned work environment in one of Chicago's best neighborhoods Opportunity to grow alongside a rapidly expanding new business

Pay:

$22.00 - $35.00 per hour

Benefits:

Employee discount Referral program

Work Location:

In person