Office Manager

Description:

Dr. Andrea Cosmetic MD, a luxury cosmetic and med spa clinic in Toronto, is hiring a professional and highly organized Office Manager to oversee front-desk operations, administrative processes, and day-to-day clinic management. This role combines traditional office management with receptionist duties, ensuring patients experience the warm, welcoming, and sophisticated atmosphere the clinic is known for.

The Office Manager will play a central role in patient interactions, clinic upkeep, scheduling, payments, inventory management, and operational process improvement. Additionally, the role offers opportunities to support marketing efforts, including social media engagement and email campaigns, and contribute to the clinic’s retail sales through product recommendations.

Key Responsibilities:

• Greet patients warmly, ensuring a welcoming and polished first impression.

• Manage patient scheduling, appointment records, and payment handling.

• Define, document, and optimize office processes for efficiency.

• Oversee inventory management and ensure product displays are well-maintained.

• Maintain clinic cleanliness, including treatment rooms and reception.

• Assist marketing efforts by supporting social media content, engagement, and email newsletters.

• Support retail sales with knowledgeable product recommendations tailored to patients’ cosmetic needs.

Tools & Systems Used:

• Jane App (clinic management and scheduling)

• Google Suite (Docs, Sheets, Gmail)

• VOIP Phone system (calls and SMS)

• Facebook, Instagram, TikTok (social media platforms)

• ActiveCampaign (email marketing)

• Notion (task tracking and documentation)

• 1Password (credential management)

Personality & Soft Skills:

• Calm, professional, and composed under pressure.

• Warm, patient-focused, and approachable.

• Detail-oriented, proactive, and adaptable to a fast-paced environment.

• Passionate about beauty, luxury service, and patient wellness.

Schedule & Work Environment:

• Full-time, Monday to Friday, 9:00 AM – 5:30 PM (30-minute paid break).

• Professional dress code: all-black business casual.

• Scent-free office for staff and patient comfort.

• Small, collaborative team culture with emphasis on communication and initiative.