Med spa office manager

Full Time Office Manager

Our practice in Woburn + Winchester, MA

Position Summary 

Title: Medical Spa Office Manager 

Location: Woburn, MA & Winchester, MA 

Type: Full-time; opportunity for hybrid work 

Reports to: CEO; works closely with the Operations Manager 

Start date: ASAP 

Compensation: $75,000 - $95,000/year, based on experience, plus bonuses and benefits

About our practice

Our practice is a luxury, nurse practitioner–led medical spa dedicated to the art and science of healthy, radiant skin. Serving patients across two locations in Woburn and Winchester, Massachusetts, our team combines evidence-based treatments and clinical expertise with a warm, elevated patient experience where every detail reflects care, confidence, and clinical excellence.

Founded in 2019, our practice has grown through two acquisitions and continues to expand its team, services, and patient base. As we enter our next phase of growth, we are building a strong leadership structure to support continued expansion while maintaining the exceptional standards of care and personalized experience that define our practice.

Role Overview

The Office Manager is responsible for overseeing the daily administrative operations of our practice, ensuring the practice runs efficiently, staff are supported and held accountable, and established systems and procedures are consistently followed across locations.

This is a hands-on leadership role encompassing staff management, scheduling, recruitment, patient experience, inventory, reporting, and practice productivity. Working closely with the Operations Manager and CEO, the Office Manager is responsible for implementing operational initiatives, maintaining established standards, and supporting the practice's continued growth and expansion.

Key Responsibilities

Staff Leadership, Supervision & Accountability

• Serve as a primary point of contact and liaison between administrative staff and senior leadership, ensuring clear communication of business expectations, updates, and procedural changes.
• Conduct routine staff check-ins, performance evaluations, and coaching to identify training needs, address performance concerns, and maintain accountability.
• Foster a positive, professional, and accountable work environment while promoting independence, teamwork, and initiative.

Daily Practice Management

• Oversee the completion of daily administrative responsibilities, including operational checklists and financial reconciliation, while maintaining an organized, professional, and fully functioning front-of-house environment.
• Coordinate facility needs, office maintenance, vendor appointments, equipment servicing, and general office requirements.
• Identify and resolve routine operational issues independently, escalating matters that require higher-level approval or process changes.

Recruitment, Hiring & Onboarding

• Manage recruitment for administrative positions, including reviewing applications, screening candidates, conducting initial interviews, and evaluating qualifications and organizational fit.
• Coordinate interviews with the Operations Manager and appropriate department leadership.
• Oversee new-hire orientation, training, and progress evaluations to ensure employees understand practice systems, policies, and service standards.

Staff Scheduling

• Take full ownership of creating, publishing, and maintaining staff schedules across all locations, ensuring appropriate coverage based on operating hours, patient volume, and staffing needs.
• Manage employee availability, time-off requests, shift changes, callouts, and coverage needs.

Patient Experience & Service Standards

• Oversee the patient experience throughout the administrative journey, including inquiries, scheduling, check-in, check-out, payment processing, and post-visit communication.
• Address patient complaints, service concerns, and administrative issues promptly and professionally.
• Ensure cancellation policies, payment procedures, financing guidelines, and membership policies are consistently communicated and enforced.
• Monitor patient feedback, online reviews, and recurring service concerns.
• Collaborate with the Operations Manager to implement improvements to the patient experience and administrative workflows.

Lead Management & Practice Productivity

• Oversee CRM activity, lead follow-ups, and consultation scheduling, monitoring performance to identify opportunities to improve conversion, rebooking, and patient retention.

Office Supply Inventory

• Monitor office and treatment supply inventory, including stock levels, usage, expiration dates, and expenses, coordinating reordering as needed to optimize storage space and minimize waste.

Business Reporting & Financial Accountability

• Prepare recurring reports on key performance indicators on a monthly, quarterly, and annual basis. 
• Oversee payment reconciliation, refunds, deposits, and related financial documentation in accordance with established policies.

SOP Implementation & Compliance

• Ensure employees are properly trained through clear communication, implementation, and enforcement of established Standard Operating Procedures (SOPs), assisting with the development and revision of procedures as needed.
• Identify procedural gaps or opportunities for improvement and communicate recommendations to the Operations Manager.
• Support HIPAA compliance, patient privacy, workplace safety, required staff training, and administrative regulatory readiness.

Marketing, Promotions & Business Initiatives

• Coordinate the administrative execution of marketing campaigns, promotions, events, and membership initiatives developed by leadership.
• Ensure front desk staff understand current offers, eligibility requirements, pricing, promotional timelines, and communication expectations.

Multi-Location Management & Expansion

• Support the administrative setup and launch of new locations, including staffing, training, workflow implementation, and operational readiness.
• Maintain consistent, documented, and repeatable administrative standards across locations to support efficient operations and future expansion.

Qualifications

Required

• 5+ years of office or practice management experience, ideally in a medical spa, dermatology, plastic surgery, or other healthcare setting.
• Proven experience in HR administration, hiring, onboarding, and training.
• Demonstrated people leadership, including supervising, staff accountability, and coaching teams.
• Strong scheduling skills across multiple providers and locations.
• Experience with inventory management, reordering, and vendor coordination.
• Excellent communication, organization, and follow-through.
• Working knowledge of HIPAA and patient privacy standards.

Preferred

• Experience with practice management softwares (e.g., Boulevard) and GoHighLevel CRM. 
• Familiarity with aesthetics such as neurotoxins, fillers, lasers, facials, and skincare.
• Experience supporting sales, marketing, memberships, or patient retention programs.
• Multi-location management experience.
• Bachelor's degree in business, healthcare administration, or a related field.

Compensation, Schedule and Introductory Period

Compensation: Starting at $75,000 per year, commensurate with experience.

Benefits: Health insurance, paid time off, paid holidays, retirement plan, employee treatment and product discounts, continuing education.

Schedule: Full-time with the opportunity to work hybrid. On-site presence at the Woburn and Winchester locations is required for team leadership, patient experience oversight, and in-person operations, with remote work for administrative and reporting duties.

Introductory period: The first 3 months are an introductory period focused on orientation, training, and mutual assessment of role and cultural fit. Employment with our practice is at-will throughout this period.

How to Apply

Please send your resume and a brief cover letter describing your experience in practice management, HR, and team leadership. Our practice is an equal opportunity employer.