Office Manager

• Greet clients and provide an exceptional, personalized customer experience.
• Manage scheduling, appointments, confirmations, cancellations, and rescheduling.
• Answer phones, texts, emails, and client inquiries.
• Manage client check-ins and check-outs.
• Process payments and maintain accurate transactions.
• Maintain accurate and confidential client records and documentation.
• Help ensure clients have a seamless experience from the moment they contact Bellissima through their follow-up appointment.
• Handle client concerns professionally and know when an issue needs to be escalated.

Client Retention & Sales

• Follow up with leads and prospective clients.
• Assist with increasing bookings and client retention.
• Encourage rebooking and follow-up appointments.
• Discuss and sell treatments, packages, memberships, products, and promotions.
• Confidently communicate with clients about Bellissima's services and offerings.
• Follow up with clients who have inquired about treatments but have not yet booked.
• Help identify opportunities to increase revenue and improve client retention.
• Assist with promotional campaigns and monthly specials.

Medical Spa Knowledge & Client Education

You will be expected to become knowledgeable about Bellissima's treatments and products, including:

• Toxins/Botox
• Dermal fillers
• Microneedling
• Morpheus8
• PRP treatments
• Medical weight-loss services
• IV therapies
• Skincare products
• Other aesthetic and wellness treatments offered by the spa

You must be comfortable speaking with clients and potential clients about our services, answering general questions, explaining treatment options within your role, and knowing when a question needs to be directed to the practitioner.

Administrative & Financial Responsibilities

• Assist with invoices, transactions, expenses, and other administrative financial tasks.
• Maintain organized business records.
• Assist with tracking business expenses and office-related purchases.
• Assist with client documentation and administrative paperwork.
• Manage email communications and client database communications.
• Assist with email and SMS campaigns.
• Maintain organized digital files and business documents.

Website & Business Operations

• Maintain and update website information as needed.
• Assist with basic SEO and online business visibility.
• Ensure treatment information, pricing, promotions, and other important business information remains accurate.
• Help identify opportunities to improve business processes and client experience.
• Assist with implementing new systems and procedures as the business grows.

Client & Treatment Support

• Assist with preparing clients for appointments and ensuring necessary forms are completed.
• Assist the practitioner with treatment-room preparation when needed.
• Maintain cleanliness and organization throughout the spa.
• Provide clients with appropriate post-treatment information and assist with scheduling follow-up appointments.
• Ensure treatment rooms and common areas are prepared and organized.

CRITICAL THINKING & PROBLEM SOLVING

This is an important part of the position.

We need someone who can think independently rather than simply follow a checklist. Situations will arise where you will need to determine what should happen next, prioritize competing responsibilities, and find a solution.

The ideal candidate can:

• Think critically and make sound decisions.
• Identify problems before they become bigger problems.
• Troubleshoot issues independently.
• Prioritize tasks based on urgency and importance.
• Stay calm under pressure.
• Adapt quickly when schedules or circumstances change.
• Recognize when something needs immediate attention.
• Know when to handle an issue independently and when to involve the owner.
• Think proactively about how to make the business more efficient.
• Follow through on tasks without constant supervision.

THE TYPE OF PERSON WE ARE LOOKING FOR

The right person for this position is:

• Extremely organized and detail-oriented
• A natural Type A personality
• Proactive and self-motivated
• A strong critical thinker
• An excellent problem solver
• Dependable and punctual
• Comfortable taking initiative
• Able to multitask and prioritize effectively
• Calm and professional under pressure
• Very computer savvy
• A quick learner
• Confident communicating with clients
• Comfortable with sales and client follow-up
• Comfortable working independently
• Accountable and dependable
• Someone who takes ownership rather than waiting for direction
• Someone who notices the small details that make a business run smoothly
• Someone who is comfortable giving input and identifying areas for improvement
• Someone who wants to be involved in the growth and management of the business

Because Bellissima is a boutique medical spa, everyone plays an important role in the success of the business. We need someone who is willing to jump in, solve problems, take responsibility, and do what is necessary to keep the spa operating efficiently.

QUALIFICATIONS

• 2+ years of experience in office management, medical aesthetics, healthcare, hospitality, or a similar client-facing environment preferred.
• Medical spa or aesthetics experience is strongly preferred.
• Strong written and verbal communication skills.
• Excellent customer-service skills.
• Strong organizational and time-management skills.
• Demonstrated critical-thinking and problem-solving abilities.
• Experience with QuickBooks and basic bookkeeping preferred.
• Strong computer and technology skills.
• Experience with EMR/medical spa software preferred.
• Experience with Microsoft Office and Excel.
• Ability to learn new software and systems quickly.
• Ability to maintain confidentiality with sensitive client information.
• Ability to work independently and make sound decisions within the scope of the position.
• Ability to handle a fast-paced, sometimes stressful environment.
• Professional appearance and demeanor.
• Must be reliable, punctual, and consistent.

WHAT WE OFFER

• Competitive pay based on experience.
• Flexible scheduling for the right candidate.
• Opportunities for professional growth and increased responsibility.
• Employee discounts on select services and products.
• Opportunity to learn and grow within the medical aesthetics industry.
• A boutique, supportive, and professional work environment.
• The opportunity to have a meaningful role in the growth and success of Bellissima Medical Spa.

IF THIS SOUNDS LIKE YOU...

If you are the person who loves organization, thinks ahead, solves problems, notices what others miss, can juggle multiple responsibilities, and wants to help build and manage a growing business, we would love to hear from you.

We are looking for someone who wants to become an integral part of Bellissima Medical Spa—someone who takes pride in their work, takes ownership of their responsibilities, and wants to grow alongside the business.

Please submit your resume along with a brief introduction about yourself, your relevant experience, and why you feel you would be a good fit for Bellissima Medical Spa.

Pay: $30.00 - $37.00 per hour

Work Location: In person