Spa Manager

Key Responsibilities

Patient Experience & Front Desk Operations

• Greet patients warmly and professionally upon arrival
• Interact effectively and respectfully with patients of all backgrounds
• Answer phones with excellent etiquette and transfer calls according to office protocols
• Direct visitors to the appropriate team member
• Maintain patient confidentiality, privacy, and dignity at all times
• Ensure all registration paperwork is completed accurately
• Maintain a full understanding of all retail products and services offered

Administrative & Scheduling Duties

• Check patients into NexTech
• Review and update patient demographics and medical history annually
• Scan driver’s licenses and required documentation
• Print and manage Patient Portal paperwork

• Schedule follow-up, post-op, pre-op, injectable, and med spa appointments with correct descriptions
• Confirm appointments 2–3 days prior and provide directions/parking information when needed
• Proactively fill schedule gaps to maximize productivity
• Maintain accurate daily scanning and document management

Financial Responsibilities

• Process payments for all services
• Print and organize receipts
• Secure signed credit card receipts, checks, and cash
• Prepare and secure end-of-day deposits

Office Support

• Maintain front desk and core office supplies
• Room patients when clinical staff are unavailable
• Support retail sales and promotional initiatives
• Demonstrate strong computer skills (Microsoft Word, Excel, NexTech, Outlook)

Daily Operational Responsibilities

Start of Day

• Turn on lights and equipment
• Adjust heat/thermostat as needed
• Prepare coffee station (Keurig, cups, supplies)
• Log into NexTech, Outlook, Spotify
• Start diffusers in treatment rooms
• Review and respond to emails

During the Day

• Stand and greet patients
• Collect and review paperwork for completion
• Maintain schedule flow and patient movement
• Scan documents daily
• Maintain organization and professionalism at all times

End of Day

• Prepare and secure deposits
• Turn off equipment and lights
• Lock cabinets and doors
• Set alarm

Qualifications

• Minimum two years’ experience in customer service and minimum of one year experience in receptionist procedures preferred.
• Marketing experience preferred
• Excellent communication and interpersonal skills
• Ability to multitask under pressure while maintaining accuracy
• Proficient in Microsoft Word and Excel
• Highly organized and detail-oriented
• Professional appearance and demeanor
• High school diploma or GED

Growth Opportunity

This position offers significant opportunity for professional development and advancement within the company.