Zenoti Systems Specialist

Position Summary

We are seeking a full-time Zenoti Systems Specialist to serve as the in-house expert and owner of our Zenoti platform. This person will be responsible for the day-to-day administration, configuration, optimization, and strategic development of Zenoti across our organization. They will manage all system updates, troubleshoot configuration issues, maintain accurate service menus, roles, and memberships, and lead the integration of new tools and technologies including AI scribe solutions, Zoom integration, HyperConnect, and other emerging systems.

The ideal candidate is detail-oriented, technically savvy, highly organized, and confident leading both system administration and end-user training initiatives. This is a high-impact role with full ownership of one of the most important operational systems in our company.

Key Responsibilities

System Administration & Configuration

• Serve as the primary administrator and subject matter expert for the Zenoti platform across all LumiVita locations.
• Manage and execute all system updates, releases, and platform changes; test new features in advance of rollout.
• Troubleshoot and resolve configuration issues, system errors, and user-reported problems in a timely manner.
• Maintain and update services, packages, pricing, providers, rooms, equipment, schedules, and operational settings.
• Configure and manage memberships, loyalty programs, gift cards, promotions, and credit packs.
• Manage user roles, permissions, and access controls to ensure security and operational efficiency.

Reporting & Analytics

• Build, customize, and maintain reports and dashboards to provide leadership with actionable business insights.
• Pull and analyze data on revenue, retention, provider performance, membership health, and operational KPIs.
• Partner with leadership to identify reporting gaps and develop solutions that support data-driven decisions.

Integrations & New System Onboarding

• Lead implementation, configuration, and ongoing management of integrations including AI scribe tools, Zoom, HyperConnect, payment processors, marketing platforms, and other third-party systems.
• Evaluate new tools and integrations as the business evolves; recommend solutions that improve efficiency and client experience.
• Serve as the technical liaison between LumiVita and Zenoti support, vendors, and integration partners.

Training & Support

• Work with Director of Operations to develop training materials, SOPs, and documentation for staff on Zenoti workflows and new system rollouts.
• Help train front desk teams, providers, and management on best practices, system updates, and integrated tools.
• Provide ongoing tier-1 and tier-2 support to staff across all locations.

Strategic Ownership

• Own the Zenoti roadmap for LumiVita: anticipate operational needs, recommend improvements, and proactively optimize system performance.
• Partner with Operations, Marketing, Finance, and Clinical teams to ensure the platform supports each function effectively.
• Maintain data integrity and ensure clean, consistent setup across all business units.

Required Qualifications

• 3+ years of hands-on experience administering Zenoti in a med spa, wellness, salon, fitness, or multi-location service environment.
• Deep working knowledge of Zenoti modules including services, memberships, packages, employee/provider setup, reporting, and POS configuration.
• Proven experience troubleshooting and resolving system and configuration issues independently.
• Experience implementing and managing third-party integrations within Zenoti.
• Strong analytical skills and proficiency in building reports and interpreting operational data.
• Excellent written and verbal communication skills, with the ability to translate technical concepts for non-technical staff.
• Highly organized, self-directed, and able to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Experience with AI scribe platforms, Zoom, HyperConnect, or similar healthcare/wellness integrations.
• Background in healthcare, aesthetics, med spa, or wellness operations.
• Experience training staff and creating SOP documentation.
• Familiarity with HIPAA-compliant workflows and data privacy best practices.
• Zenoti certification(s) a plus.

What We Offer

• Full ownership of a critical, high-visibility role within a growing organization.
• Competitive salary and benefits package.
• Opportunity to shape the technology backbone of LumiVita and influence how we scale.
• Collaborative, mission-driven team culture focused on excellence in client care.
• Benefits: health/dental/vision, PTO