Job details
Pay
$28–$35 an hour
Job type
Full-time
Location
1076 Hamilton Street, Vancouver, BC V6B 2R9
Benefits
Pulled from the full job description
Life insurance
Vision care
Dental care
Extended health care
On-site parking
Full job description
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: 1076 Hamilton St
Objective: Seeking a candidate with exceptional leadership skills and a high-level ability to develop and maintain efficient operational systems that align with business goals. The ideal candidate will excel at leading and inspiring a team, fostering a collaborative and positive work environment while confidently holding staff accountable to performance standards, sales targets, and daily responsibilities. Strong interpersonal and communication skills are essential, including knowing how to navigate conversations with professionalism, set boundaries effectively, and motivate team members to achieve excellence without creating friction. The candidate must embody a balance of firm leadership and emotional intelligence, ensuring protocols are followed, customer service remains outstanding, and company culture thrives. Additionally, they should be adept at handling patient concerns with sound judgment, turning potential complaints into opportunities for positive resolutions that support both patient satisfaction and business integrity.
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
Collecting and applying payments
Retail Sales, meeting personal sales goals
Online Sales (receiving and shipping out)
Day end reports and reconciliation
Responding appropriately to emails and calls
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 efficiently and up to standard
Implement staff training procedures and develop procedures as required
Track staff performance: weekly meetings, hold accountability towards staff (tasks and ways to measure those tasks and ensuring goals are met and arranging support to meet those goals and raise every staff member up to standard)
Track clinic performance monthly as a team
Hold quarterly and annual performance evaluations
Proper management of office staff including creating schedules for staff and providers to ensure all shifts are covered and adjusting reception schedule accordingly to office needs
Ensures overall office standards are maintained through appropriate planning and implementation of operations processes including; inventory, cleanliness, compliance with privacy regulations
Effectively manage workplace dynamics, addressing concerns before they escalate and ensuring smooth team collaboration
Ensure hygiene procedures are followed
Ensure compliance with all company policies, federal, state, and local laws/regulations
Managing disputes and conflicts involving patients and staff
Ensure Operations Playbook is implemented, being followed, and all staff know where and how to access the appropriate information as needed (Slack communication, Trainual)
Develop operating processes and add to Operations Playbook as needed and ensure staff awareness and implementation
Set up monthly staff meetings
Arrange staff events
Hiring and firing staff
Create a leadership presence where staff feel supported yet guided towards excellence through clear expectations and constructive feedback
Support training and education of team members:
Ensure staff are well trained on the patient experience, duties, service knowledge, product knowledge, retail sales
Scheduling training days internally for providers and office staff
Scheduling training days with supplier reps for providers and staff
Sales Operations:
Track staff sales
Weekly meetings to hit targets, sales planning to meet goals
Organize staff monthly sales contests
Organize sales and profit tracking to keep track of clinic and provider sales month to month
Marketing:
Assists marketing teams in providing content within the office and implement and support any current marketing initiatives
Communicate Monthly promos with all staff and ensure everyone is working collaboratively to promote and close sales
Organize filming days with provider and marketing team, organize models, prepare room for filming, adjust schedule
Mission/Goal of position:
Ensure front office operations are efficient and profitable by leading team members to meet their sales and profitability goals while ensuring staff is providing an on-brand patient experience. Ensure staff are performing day-to-day tasks, including receptionists, doctors assistants and practitioners.
Benchmarks
Clinic monthly sales production: ___________
Retail sales production: _________
Schedule: ___
Mandatory Staff Meeting: Held once per month (1 hour), with the option to attend virtually.
Current Clinic Hours: Mon, Wed 10am-7pm, Tues, Fri 10am-6pm, Sat/Sun 10am-5pm
Dress: Well-groomed and professional (scrubs or business casual).
Criminal Record Check: Required upon receiving a job offer.
Credit Check: Required upon receiving a job offer.
Benefits: Service and product discounts.
Extended Health and Dental: Available after a 90-day probation period, with a minimum work schedule of 20 hours per week.
Rewards: Retail commissions and monthly staff contests.
Compensation: ______ per hour
To apply, please submit your resume along with a cover letter explaining why you would like to join Caviar Skin Clinic and why you would be a great fit for our team.
Job Type: Full-time
Pay: $28.00-$35.00 per hour
Expected hours: 30 – 40 per week
Benefits:
Dental care
Extended health care
Life insurance
On-site parking
Vision care
Education:
Bachelor's Degree (required)
Experience:
Management: 4 years (required)
Work Location: In person
Expected start date: 2025-07-23
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