Office Manager

**Job Description: Office Manager**

**About the Company**:At Caviar Skin Clinic, we believe in a holistic approach to beauty. We understand that true beauty comes from within, and our goal is to empower people to discover their inner beauty while on a quest to level-up their outer appearance. Caviar Skin Clinic stands out as a truly exceptional Medi Spa with a commitment to expertise and patient satisfaction. Our team of dedicated professionals, including doctors, nurses, and aestheticians have a combined experience of over 25 years. We love what we do because we instil confidence in our patients, ensuring they both look and feel their absolute best. Our most popular procedures are Russian Lip Filler Technique, Dermal Fillers, Botox®, Skin Tightening, Hydrafacials, Laser Hair Removal and more We are Caviar Skin Clinic, your beauty playground.

**Reports to: CEO, Dr. Noya**

**Location: 1493 Foster St, White Rock**

**Skills Required**:

- Strong Leadership and People Management Skills
- Emotional intelligence with the ability to inspire, motivate, and guide diverse personalities
- Extrovert
- Communicative (relay ideas/vision/direction so that people understand)
- Accountability (able to hold accountability by having direct 1-on-1 conversations about behaviour, positive and corrective)
- Conflict resolution and boundary-setting skills—able to manage interruptions professionally while keeping focus on priorities
- Ability to be flexible and adaptive
- Stellar organization and follow through
- Optimism & a positive outlook, ability to put on a happy face, you are the center of company morale
- Maintaining composure in the face of pressure
- Proactive problem-solving and decision-making abilities
- Team-building skills—create cohesion, collaboration, and a positive work environment
- Fluent in English both spoken and written

**Qualifications**:

- Strong sales and customer service background
- Knowledge of non-invasive cosmetic procedures
- 4+ years experience in a Management role required (preferably in an office or corporate)
- Proven experience leading teams, with references or examples of successful team management and culture-building
- Formal leadership training or certifications (e.g., Leadership Development Programs, Emotional Intelligence courses, Conflict Management, Team Dynamics, or similar)
- Passion for the aesthetic industry and patient care

Education & Professional Development:

- Bachelor’s degree in Business Administration, Healthcare Administration, Human Resources, Hospitality Management, or a related field is preferred.
- Leadership-focused education such as Organizational Leadership or Project Management is an asset.
- Professional certifications in Leadership, HR Management, Coaching, or Project Management are considered strong advantages (e.g., CPHR, PMP, Dale Carnegie, EQ-i 2.0, Situational Leadership).
- Ongoing commitment to personal development, leadership growth, and team management excellence is highly valued.

**Brand Culture & Patient Experience**:

- Provide patients with a consistent, on-brand patient experience through professional, attentive, and competent service
- Lead with clarity, empathy, and authority—ensuring team alignment while fostering accountability without micromanaging
- Develops, implements, and maintains programs/processes to improve the overall patient experience through steps of service
- Conduct patient recovery efforts by resolving patient complaints
- Champion company culture by embodying leadership values, ensuring all staff feel supported, heard, and aligned with clinic standards

**Oversees day-to-day operations**:

- Delegating day-to-day operations to receptionists and support staff as needed
- Checking-in and Checking-out patients
- Patient Forms Room management
- Maintaining Patient Records
- Retail Sales, meeting personal sales goals
- Online Sales (receiving and shipping out)
- Day end reports and reconciliation
- Scheduling patients in
- Assist providers in tasks
- Office cleanliness

**Office operations**:

- Oversee inventory
- Ordering (ensure inventory and stock is sufficient to run business)
- Negotiating with suppliers and medical sales representatives
- Accounts Receivable
- Confirming Day-End Reports
- Patient retention procedures (mail outs to old patients)
- Implement and develop Standard Operating Procedures for patient retention
- Ensure equipment is functional, call correct rep when needed (coordination with medical aesthetician)
- Staff schedule
- Payroll

**Staff Coordinator and Oversight**:

- Provides support and oversight of all office employees; actively works to uphold positive company culture by recognizing performance, identifying areas of opportunity and taking corrective actions
- Ensure front office operations are efficient and profitable by supporting team members to meet their sales and profitability goals.
- Delegate tasks to office staff, holding accountability to ensure deadlines are met and tasks are completed