Job Description

Join a high-performing team in a fast-growing, client-focused med spa!

Position Summary:

The Office Manager is responsible for overseeing all administrative, operational, and bookkeeping functions of the branch. This role ensures smooth daily operations by managing purchasing, inventory, vendor coordination, digital and marketing materials, repairs and maintenance, financial administration, event coordination, and interdepartmental support. The Office Manager also runs efficiency reports and conducts operational analyses to identify opportunities for improvement. This position plays a key role in ensuring the branch is organized, fully stocked, compliant, and functioning at peak performance.


Key Responsibilities


1. General Office Administration


Manage day-to-day administrative operations of the branch.


Maintain an organized, efficient, and professional office environment.


Support all departments with administrative needs to ensure seamless workflow.


Maintain updated operational documents and ensure accessibility across departments.


2. Purchasing & Inventory Management


Oversee purchasing of all supplies, equipment, consumables, and office materials.


Track inventory and implement systems to prevent shortages or overstock.


Maintain and negotiate with vendors to optimize cost and quality.


Ensure all treatment rooms, staff areas, and office stations remain fully stocked.


3. Repairs, Maintenance & Vendor Coordination


Coordinate with service providers for equipment repairs, maintenance, and facility needs.


Manage cleaning schedules, safety standards, and preventive maintenance.


Track and follow up on all maintenance requests until completion.


Ensure all equipment and branch areas remain safe, clean, and fully functional.


4. Marketing Materials, Vouchers, Digital Assets & Operational Documents


Manage distribution and upkeep of all marketing materials, promotional assets, and client vouchers.


Ensure all iPad links, digital forms, catalogs, treatment menus, and operational documents are up-to-date and accessible.


Liaise with Marketing to confirm campaigns, materials, and promotions are current.


Remove outdated materials and ensure only approved versions are in circulation.


Support client experience by ensuring all digital tools and resources function properly.


5. Bookkeeping & Financial Administration


Collect, organize, and submit vendor invoices, receipts, and financial documentation to the Accounting Department.


Perform basic bookkeeping functions including expense tracking, invoice coding, and document reconciliation.


Prepare and complete daily or scheduled bank deposits.


Maintain petty cash records and track branch-related expenses.


Monitor vendor payments and ensure timely submission for processing.


6. Efficiency Reporting & Departmental Analysis


Run weekly and monthly efficiency reports across all departments.


Analyze workflows, productivity, and operational processes to identify areas needing improvement.


Present findings and recommendations to management for optimization.


Collaborate with department leaders to implement approved improvements and monitor outcomes.


Support continuous improvement initiatives to enhance operational performance and client experience.


7. Event & Meeting Coordination


Plan, coordinate, and support internal events, staff trainings, client events, and meetings.


Handle setup, materials, logistics, and follow-up tasks for seamless execution.


Ensure events reflect company standards and operational readiness.


8. Operational Support for All Departments


Conduct routine walkthroughs to ensure all areas are stocked, clean, and operationally ready.


Identify operational issues proactively and resolve them before they impact workflow.


Support Clinical, Concierge, Sales, and Front Desk teams with administrative and operational needs.


Serve as a central resource ensuring all departments function smoothly and cohesively.


9. Compliance, Document Control & Recordkeeping


Maintain accurate records, digital files, and administrative documentation.


Ensure all operational forms and materials comply with company standards.


Support adherence to safety protocols, operational guidelines, and regulatory requirements.


Maintain confidentiality of sensitive information.


10. Communication & Leadership Support


Communicate daily operational updates, needs, and issues to branch leadership.


Assist with onboarding new employees by preparing workstations, materials, and administrative tools.


Support leadership with special projects, reporting, vendor negotiations, and operational planning.