Office Manager

Kain Colasanto, LLC; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Kain Colasanto, LLC in Austin, TX is seeking an organized Office Manager to oversee the daily operations of a growing medical spa, ensuring exceptional patient experiences in a fast-paced, luxury service environment.

You will manage staff, scheduling, inventory, budgeting, KPIs, and SOPs while driving growth and profitability, upholding HIPAA and OSHA standards across the clinic.

Qualifications

• 3–5+ years of management experience in medical spa, cosmetic practice, healthcare, hospitality, or luxury retail environment.
• Proven experience managing employees and business operations.
• Strong leadership and conflict-resolution skills.
• Experience tracking KPIs and using data to improve performance.
• Excellent organizational and time-management abilities.
• Proficiency with Microsoft Office, Google Workspace, and practice management software.

Responsibilities

• Oversee day-to-day operations of the clinic.
• Manage scheduling for providers and staff.
• Maintain SOPs and ensure luxury presentation standards.
• Track revenue, profitability, and other KPIs.
• Ensure HIPAA/OSHA compliance awareness.

Skills

Leadership

Scheduling

Operations management

KPI tracking

Client service

Budgeting

Communication

Microsoft Office

Tools

Microsoft Office

Google Workspace

EHR software

Job description

We are seeking a highly organized, results-driven Office Manager to oversee the daily operations of our growing medical spa. This is more than an administrative role—you will be responsible for ensuring the business operates efficiently, our team performs at a high level, and our patients receive an exceptional experience.

The ideal candidate is a strong leader who thrives in a fast-paced, luxury service environment and understands how to manage people, processes, and performance. You will oversee operations, employee management, scheduling, inventory, financial performance, KPIs, and overall business execution while helping drive growth and profitability.

Key Responsibilities

Operations Management:

• Oversee all day-to-day business operations.
• Ensure efficient clinic workflow and operational excellence.
• Develop, document, and improve standard operating procedures (SOPs).
• Manage scheduling for providers and staff to maximize productivity.
• Ensure the facility maintains luxury presentation standards.

Business Performance & KPI Management

Track and report weekly and monthly business metrics including:

• Revenue and profitability
• Treatment conversion rates
• Average transaction value
• Membership enrollment and retention
• Retail sales
• Appointment fill rate
• Rebooking percentage
• Online reviews
• Employee productivity
• Marketing ROI
• Ensure every patient receives exceptional service from initial inquiry through follow-up.
• Resolve patient concerns professionally and efficiently.
• Monitor patient feedback and implement improvements.
• Maintain high standards of hospitality and customer service.

Administrative Responsibilities:

• Manage office systems and workflows.
• Maintain employee records and documentation.
• Coordinate meetings and communicate business updates.
• Oversee software systems, scheduling platforms, and reporting tools.
• Ensure all documentation is accurate and compliant.

Qualifications:

Required

• 3–5+ years of management experience, preferably in a medical spa, cosmetic practice, healthcare, hospitality, or luxury retail environment.
• Proven experience managing employees and business operations.
• Strong leadership and conflict-resolution skills.
• Experience tracking KPIs and using data to improve performance.
• Excellent organizational and time-management abilities.
• Strong financial acumen and budgeting experience.
• Exceptional communication and customer service skills.
• Proficiency with Microsoft Office, Google Workspace, and practice management software.

Preferred

• Medical spa or aesthetic industry experience.
• Knowledge of HIPAA and OSHA compliance.
• Experience with platforms such as Aesthetic Record, Boulevard, Nextech, Zenoti, or similar.