Practice Manager

May Aesthetics Boutique is seeking a polished, warm, and highly organized Practice Manager to help lead the daily operations of our growing aesthetics and wellness practice across our Middleburg and Warrenton locations. May Aesthetics is a boutique med spa rooted in natural, effortless beauty, elevated patient care, and medically guided treatments that help women and men feel refreshed, confident, and beautiful in their own skin. Our practice blends luxury, wellness, clinical expertise, and a personal, welcoming experience for every patient who walks through our doors. This role is ideal for someone who loves both people and process someone who can create calm out of chaos, support a high-performing team, protect the patient experience, and help a growing boutique brand operate with consistency, warmth, and excellence. The Practice Manager will serve as a key operational partner to ownership, helping ensure both locations run smoothly, patients are cared for from first inquiry through post-treatment follow-up, providers are supported, inventory is managed, revenue opportunities are not missed, and the May Aesthetics experience feels consistent no matter which location a patient visits. This is not just a front desk or administrative role. This is a hands-on leadership role for someone who wants to help organize, grow, and elevate a high-touch aesthetics and wellness practice. Key Responsibilities Practice Operations Oversee daily operations across both May Aesthetics locations, including scheduling, patient flow, front desk performance, provider support, treatment room readiness, retail presentation, inventory coordination, and overall patient experience. Ensure both locations run smoothly, on time, and in alignment with May Aesthetics' standards for professionalism, warmth, cleanliness, communication, and patient care. Create, improve, and maintain systems for appointment scheduling, patient communication, consultations, forms, deposits, cancellations, memberships, packages, follow-ups, and treatment coordination. Identify operational gaps and help implement practical solutions that make the business more organized, efficient, and scalable. Multi-Site Coordination Maintain clear communication and consistency between the Middleburg and Warrenton locations. Coordinate staff coverage, provider schedules, room utilization, inventory needs, retail displays, and daily priorities across both offices. Ensure patients receive the same elevated May Aesthetics experience no matter which location they visit. Support smooth coordination between ownership, providers, front desk staff, vendors, and patients. Patient Experience Protect and elevate the patient experience from the first inquiry through post-treatment follow-up. Ensure every patient feels welcomed, cared for, informed, and confident in their experience with May Aesthetics. Support timely and professional responses to phone calls, texts, emails, appointment requests, consultation inquiries, and follow-up needs. Help resolve patient concerns with professionalism, empathy, discretion, and urgency. Look for opportunities to improve the patient journey, increase retention, and create a more seamless boutique experience. Team Leadership Help lead, support, and hold the team accountable to practice standards. Coordinate daily priorities, staff communication, schedule coverage, front desk responsibilities, and internal workflows. Support onboarding, training, role clarity, and performance expectations for administrative and support staff. Promote a positive, team-oriented culture built on professionalism, accountability, kindness, and attention to detail. Serve as a calm, reliable point of contact for staff when operational questions or issues arise. Revenue, Growth, and Business Performance Work with ownership to track key business metrics such as appointment volume, consultations, bookings, cancellations, lead conversion, provider utilization, treatment revenue, retail sales, package sales, memberships, patient retention, and follow-up activity. Help identify opportunities to increase revenue, improve scheduling efficiency, reduce missed opportunities, and grow repeat business. Support marketing campaigns, events, promotions, patient outreach, referral programs, and membership/package initiatives. Ensure new leads and inquiries are followed up with quickly, professionally, and consistently. Help the practice operate with both a hospitality mindset and a business-growth mindset. Inventory, Retail, and Vendor Coordination Manage inventory controls for retail skincare, treatment supplies, injectables, wellness products, consumables, and other practice-related materials. Track product usage, coordinate ordering, reduce waste, and ensure providers have the supplies they need. Support retail merchandising, product education, vendor communication, staff training coordination, promotions, and product launches. Help ensure retail areas are clean, organized, stocked, and presented in a way that reflects the May Aesthetics brand. Compliance and Professional Standards Support appropriate standards for patient records, privacy, cleanliness, treatment documentation, safety, and professional conduct. Help ensure staff follow practice policies, procedures, treatment-related workflows, and front-office best practices. Maintain discretion and professionalism when handling patient information, staff matters, financial information, and business operations. Ideal Candidate The ideal candidate is polished, dependable, proactive, and highly organized. You enjoy creating structure, supporting people, solving problems, and making sure details do not fall through the cracks. You should be comfortable working in a patient-facing, fast-paced environment where professionalism, hospitality, discretion, and follow-through matter every day. You do not need to be a clinical provider, but you should appreciate the importance of trust, patient confidence, natural-looking results, wellness, and elevated service in the aesthetics industry. The right person will be equally comfortable greeting a patient warmly, reviewing the schedule, solving a staffing issue, checking inventory, following up on leads, supporting providers, reviewing business metrics, and helping ownership execute the vision for the practice. Qualifications Required Previous experience in practice management, office management, operations management, patient service leadership, or a similar role. Strong organizational skills and attention to detail. Excellent written and verbal communication skills. Professional, warm, and polished presence. Ability to manage multiple priorities while staying calm and solutions-focused. Comfort working with patients, providers, staff, vendors, and ownership. Ability to work in person across both Middleburg and Warrenton locations. Strong follow-through and ability to take ownership of responsibilities. Preferred Experience in a med spa, aesthetics practice, dermatology office, plastic surgery office, wellness clinic, medical office, dental practice, luxury retail, hospitality, or other high-touch patient service business. Experience with scheduling systems, CRM tools, POS systems, patient communication platforms, inventory tracking, and basic reporting. Experience supporting marketing campaigns, events, patient retention, memberships, packages, or retail sales. Interest in aesthetics, skincare, wellness, beauty, injectables, lasers, regenerative aesthetics, or medical-grade treatments. Experience managing or supporting a multi-location business. What Success Looks Like Success in this role means both locations feel organized, calm, professional, and consistent. The schedule runs smoothly. Patients receive timely and polished communication. Providers are supported. The team knows what is expected. Inventory is controlled. Follow-up does not fall through the cracks. Revenue opportunities are captured. Patient concerns are handled quickly and professionally. Ownership has a strong operational partner helping move the business forward. Most importantly, the May Aesthetics experience feels warm, elevated, and personal while the business becomes more structured, scalable, and efficient behind the scenes. Compensation Compensation will be based on experience.

Recommended posting range:

$65,000-$85,000 per year. Performance-based bonus opportunities may be available based on practice growth, operational performance, patient retention, retail sales, team execution, and other agreed-upon business goals.

Benefits Benefits may include:

Employee discounts on services and products Professional development and training opportunities A positive, boutique team environment Opportunities to grow with an expanding aesthetics and wellness brand Performance-based bonus potential Final benefits package to be discussed during the interview process. Schedule Full-time, in-person role. This position requires regular presence at both the Middleburg and Warrenton locations. Some flexibility may be needed for practice events, training days, promotions, occasional evenings, or occasional weekend needs depending on the business schedule. Work Location May Aesthetics Boutique Middleburg, VA and Warrenton, VA Reliable transportation between both locations is required. Why Join May Aesthetics? May Aesthetics Boutique is more than a med spa. We are a growing aesthetics and wellness brand built around trust, natural beauty, clinical excellence, and a high-touch patient experience. This is an opportunity to step into a meaningful leadership role and help shape the next stage of growth for a boutique practice with a loyal patient base, strong brand identity, and expanding service offerings. We are looking for someone who wants to take ownership, bring structure, support the team, care deeply about the patient experience, and help build something special. How to Apply Please submit your resume and a short note explaining why you would be a strong fit for May Aesthetics Boutique. We are looking for someone who is not just seeking a job, but someone who wants to help lead, organize, and elevate a growing aesthetics and wellness practice.

Pay:

$65,000.00 - $85,000.00 per year

Benefits:

401(k) Health insurance Paid time off

Work Location:

In person