Aesthetics and Spa Office Manager

Top Job

Located in York, PA

Salary: $26/hr-$30/hr

Hours: 

Monday: 9am-8pm

Tuesday: 9am-5pm

Wednesday: 3pm-8pm

Thursday: 9am-5pm

Friday: 9am-5pm

Length of Assignment: Temporary. 2-4 months. Possible Opportunity for other HR opportunities.

Job Summary:

The Office Manager is responsible for overseeing the daily administrative and operational functions of the practice while providing leadership, human resources support, inventory management, scheduling coordination, and exceptional customer service. This role requires excellent communication, organizational, and problem-solving skills, along with the ability to manage multiple priorities in a fast-paced healthcare environment. The Office Manager works closely with leadership, providers, staff, vendors, and patients to ensure efficient operations and an outstanding patient experience.

ESSENTIAL FUNCTIONS

Human Resources & Leadership

• Assist with recruiting, interviewing, hiring, onboarding, and training new employees.
• Create, update, and enforce company policies and procedures.
• Conduct employee annual performance reviews and routine rounding meetings.
• Address employee concerns, resolve workplace conflicts, and administer disciplinary actions when necessary.
• Manage employee schedules, vacations, and staffing coverage to ensure operational needs are met.
• Develop job descriptions for new positions as needed.
• Ensure compliance with workplace safety standards and applicable regulations.
• Foster a positive, professional, and team-oriented work environment.

Office Administration

• Oversee daily office operations to ensure the practice runs efficiently.
• Maintain employee calendars, provider schedules, and appointment availability.
• Answer phones and assist patients when needed.
• Manage office communications, including email correspondence and customer service inquiries.
• Coordinate staff meetings, prepare agendas, order meals, and distribute meeting materials.
• Monitor office appearance, cleanliness, and organization.
• Assist with miscellaneous administrative projects as assigned.

Patient Experience & Customer Service

• Resolve patient concerns and complaints professionally and promptly.
• Monitor patient satisfaction surveys and implement improvements based on feedback.
• Review patient comments and online reviews, addressing concerns with staff and patients as appropriate.
• Ensure front desk operations provide an exceptional patient experience.
• Coordinate patient communications during weather events, outages, or scheduling changes.

Inventory & Purchasing

• Manage inventory levels for retail products, medical supplies, and office materials.
• Perform routine physical inventory counts.
• Order retail products, skincare items, office supplies, food, promotional materials, and employee products.
• Maintain product stock, rotate inventory, and monitor expiration dates.
• Coordinate inventory transfers between office locations.
• Communicate with vendors regarding product orders, replacement items, and promotional opportunities.
• Manage online product orders and customer inquiries.

Scheduling & Workforce Coordination

• Create and maintain provider and front office schedules.
• Manage employee vacation requests and sick calls.
• Adjust staffing schedules based on patient volume and operational needs.
• Monitor provider utilization to maximize efficiency and control labor costs.
• Coordinate training schedules for new employees.

Financial & Operational Support

• Monitor point-of-sale (POS) systems and troubleshoot issues as needed.
• Review reports related to discounts, complimentary services, and inventory shortages.
• Assist with daily deposits and banking responsibilities when required.
• Monitor payroll-related scheduling to optimize staffing efficiency.
• Coordinate with bookkeeping and management teams regarding operational needs.

Facility & Equipment Management

• Conduct daily facility walkthroughs to ensure the office is operational and patient-ready.
• Ensure equipment, televisions, lighting, and other systems are functioning properly.
• Coordinate equipment repairs and maintenance with vendors.
• Communicate with cleaning services regarding facility needs.
• Manage office utilities and assist with emergency response during power, phone, or internet outages.
• Coordinate seasonal decorations and promotional displays.

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent leadership, communication, and interpersonal skills.
• Strong conflict resolution and employee coaching abilities.
• Exceptional organizational and time management skills.
• Ability to manage multiple projects simultaneously.
• Strong customer service and patient relations skills.
• Ability to maintain confidentiality and professionalism.
• High attention to detail and problem-solving ability.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Experience with POS systems and scheduling software (Meevo experience preferred).
• Ability to quickly learn new software and business processes.
• Ability to work independently while collaborating with multiple departments.
• Commitment to continuous improvement and operational excellence.

PREFERRED QUALIFICATIONS

• Previous office management experience in a healthcare, medical spa, or professional office environment preferred.
• Experience with employee supervision, hiring, and performance management.
• Inventory management and purchasing experience.
• Experience using Meevo or similar practice management software preferred.
• Strong understanding of customer service best practices and office operations.

PHYSICAL REQUIREMENTS

• Ability to sit, stand, and walk throughout the workday.
• Ability to use computers and standard office equipment for extended periods.
• Ability to occasionally lift and carry office supplies and inventory items.
• Ability to move throughout the office to assist staff and patients as needed.

WORK ENVIRONMENT

• Professional medical office/medical spa environment.
• Frequent interaction with patients, providers, vendors, and employees.
• Fast-paced setting requiring flexibility, professionalism, and the ability to effectively manage changing priorities.
• May require occasional travel between office locations and flexibility to respond to operational needs outside of normal business hours.

 

Ways to Apply: 

• For an immediate AI Recruiter phone interview, please call 717-837-3599
• To schedule a live phone interview, please call 717-718-HIRE (4473)
• Apply online at: www.expresspros.com/yorkpa
• Resumes may be emailed to: jobs.yorkpa@expresspros.com
• Stop by our York office: 2210 E. Market St. York, Pa 17402 

About Express Employment Professionals:

Express can help you find the type of job that is a perfect fit for your needs and abilities, and you’ll never pay a fee for our services and support.  Whether you’re looking for a full-time position, part-time work, or a more flexible schedule, Express can place you in a wide range of jobs that meet your employment goals including Administrative, Commercial, and Professional positions. 

ASSOCIATE PROGRAMS AND BENEFITS Check with your local Express office about the availability of the following programs (not all programs are available in all locations):

·         Holiday Pay (available only at certain locations)

·         Health Insurance that meets Affordable Care Act standards.

·         Dental Insurance

·         Vision Insurance

·         Short Term Disability

·         Life Insurance

·         401(k)

·         Direct Deposit

·         Referral Bonuses

·         Vacation Pay (available only at certain locations)

·         EAP (Employee Assistance Program)

Additional information about the programs offered at your location may be included in this handbook as separate material.

For a complete listing of all open positions, visit.  https://www.expresspros.com/yorkpa/

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