Administrative & Operations Assistant Jobs

Job Title: Administrative & Operations Assistant

Job Overview: We are seeking a highly motivated and detail-oriented Operations Assistant to support the day-to-day operations of our medical spas and our corporate office. As an Operations Assistant, you will be responsible for assisting with administrative, compliance, and other duties within our organization.

Reports to: Senior Director of Sales

Key Responsibilities:

• Oversees client membership cancellations, changes, upgrades, questions, and more
• Assist answering phones, responding to emails, and managing our Electronic Medical Records system (EMR)
• Submit documentation related to chargebacks and client disputes.
• Maintaining confidentiality and professionalism at all times
• Scheduling appointments and meetings and sending out meeting reminders with our corporate team, medical professionals: physicians, nurses, etc.
• Handling front desk duties, greeting visitors, and directing them to the appropriate personnel
• Assisting with the preparation of reports, presentations, and other documentation
• Manage client transactions including: memberships, refunds, charge backs, and general EMR record keeping within our system.
• Supporting the company’s senior management team with administrative tasks and special projects as required
• Assist in managing inventory of products and supplies, including ordering and restocking as necessary with our purchasing department.
• Providing general office support such as ordering office supplies, and keeping the office clean and organized
• Coordinating travel arrangements for executives and staff as well as preparing travel itineraries
• Filing, organizing, and maintaining records and important documents.

Qualifications:

• Proficiency with computer systems and software, including Microsoft Office
• 1+ years of experience in a medical spa or related industry preferred
• Ability to multitask and prioritize tasks effectively
• High school diploma or equivalent required; some college coursework preferred
• Strong attention to detail and organizational skills
• Excellent communication and interpersonal skills
• Knowledge of medical spa treatments and services preferred, but not required

If you are a self-starter with a passion for the beauty industry and a dedication to providing exceptional customer service, we encourage you to apply for our Operations Assistant position. We offer competitive compensation, opportunities for professional growth, and a dynamic and supportive work environment.

Administrative & Operations Assistant

Job Overview: We are seeking a highly motivated and detail-oriented Operations Assistant to support the day-to-day operations of our medical spas and our corporate office. As an Operations Assistant, you will be responsible for assisting with administrative, compliance, and other duties within our organization.

Reports to: Senior Director of Sales

Key Responsibilities:

• Coordinating travel arrangements for executives and staff as well as preparing travel itineraries
• Manage client transactions including: memberships, refunds, charge backs, and general EMR record keeping within our system.
• Oversees client membership cancellations, changes, upgrades, questions, and more
• Assist in managing inventory of products and supplies, including ordering and restocking as necessary with our purchasing department.
• Maintaining confidentiality and professionalism at all times
• Handling front desk duties, greeting visitors, and directing them to the appropriate personnel
• Scheduling appointments and meetings and sending out meeting reminders with our corporate team, medical professionals: physicians, nurses, etc.
• Providing general office support such as ordering office supplies, and keeping the office clean and organized
• Filing, organizing, and maintaining records and important documents.
• Submit documentation related to chargebacks and client disputes.
• Supporting the company’s senior management team with administrative tasks and special projects as required
• Assist answering phones, responding to emails, and managing our Electronic Medical Records system (EMR)
• Assisting with the preparation of reports, presentations, and other documentation

Qualifications:

• Knowledge of medical spa treatments and services preferred, but not required
• High school diploma or equivalent required; some college coursework preferred
• Strong attention to detail and organizational skills
• Excellent communication and interpersonal skills
• Proficiency with computer systems and software, including Microsoft Office and scheduling software
• Ability to multitask and prioritize tasks effectively
• 1+ years of experience in a medical spa or related industry preferred

If you are a self-starter with a passion for the beauty industry and a dedication to providing exceptional customer service, we encourage you to apply for our Operations Assistant position. We offer competitive compensation, opportunities for professional growth, and a dynamic and supportive work environment.