Medspa office manager

Milani Med Spa is seeking a highly organized, proactive, and results-driven Office Manager to oversee our daily operations. This position plays an important role in ensuring our team is productive, our clients receive excellent service, and the practice operates efficiently and profitably.

• Monitor the overall productivity and profitability of the spa.
• Help maintain busy and productive schedules for providers.
• Identify scheduling gaps and opportunities to increase bookings and revenue.
• Monitor key performance indicators (KPIs), including revenue, bookings, rebooking, cancellations/no-shows, and provider productivity.
• Identify operational inefficiencies and recommend solutions.

• Oversee staff performance and daily responsibilities.
• Ensure employees remain productive and focused during working hours.
• Maintain expectations regarding personal phone use, professionalism, punctuality, and productivity.
• Conduct or coordinate staff evaluations and address performance concerns.
• Promote a positive, professional, and accountable work environment.

• Supervise front desk operations and maintain a high standard of customer service.
• Ensure clients are properly checked in and out and all services are entered correctly.
• Make sure payments are collected accurately.
• Monitor calls, messages, appointment confirmations, cancellations, no-shows, and rebooking.
• Prepare front desk schedules and ensure appropriate coverage.

• Ensure bills and recurring expenses are paid accurately and on time.
• Coordinate payroll and ensure timely processing.
• Organize tax and financial documents and communicate with the accountant/bookkeeper as needed.
• Maintain organized records of invoices, payments, and important business documents.

• Track employee PTO, vacation, attendance, and time off.
• Assist with onboarding and maintain organized employee records.
• Coordinate and follow up on employee insurance and benefits.
• Manage annual 401(k) requirements and communication with benefit providers.
• Assist ownership with employee evaluations and performance documentation.

• Monitor medical, retail, and office inventory and order supplies as needed.
• Help prevent shortages, waste, expired products, and inventory discrepancies.
• Ensure the spa remains clean, organized, professional, and ready for clients.
• Make sure opening, closing, and daily operational responsibilities are completed.

We are looking for someone who is highly organized, dependable, detail-oriented, financially responsible, and comfortable managing and holding a team accountable. Strong communication, leadership, problem-solving, and customer-service skills are essential.

Previous management experience in a medspa, medical office, dermatology, plastic surgery, wellness center, or similar healthcare environment is strongly preferred.

If you are a proactive leader who takes ownership, follows through, and enjoys helping both a team and a business grow, we would love to hear from you.