Aesthetics Operations Coordinator

Advanced Dermatology and Cosmetic Surgery•Maitland, FL

1d•Hybrid

About The Position

The Aesthetics Operations Associate will work directly with the Aesthetics Operations Manager focusing on the profitability of all energy-based devices at ADCS. This role will help identify device utilization while ensuring safety, compliance, and proper upkeep, as well as providing education and training support. This role is responsible for supporting the operational, compliance, and performance management of energy-based devices across the organization. Key duties include maintaining accurate device inventory, monitoring usage and profitability, and ensuring adherence to regulatory and safety standards in collaboration with Compliance and Aesthetic Operations leadership. The position supports training initiatives through coordination, tracking learner progress, and assisting with onboarding and development programs for clinical staff. Additionally, the role partners with cross-functional teams: including Facilities, Finance, and vendor partners to address device performance, repairs, and optimization opportunities. It contributes to policy development, compliance monitoring, and new device rollouts while leveraging data insights to drive continuous improvement across regions, clinics, and providers. Strong organizational, communication, and multitasking skills are essential to manage multiple priorities and support ongoing operational excellence.

Requirements

Knowledge of all energy-based devices utilized at ADCS.
Knowledge of laser hazards and hazard control measures.
Knowledge of ADCS laser policies and procedures.
Proficiency in Microsoft Excel, ToolKit, Nextgen & Outlook
Excellent communication skills, including the ability to listen, speak, and interact effectively with all internal and external customers, adapting communication for optimal understanding.
3-5 years of in clinic experience specific to energy devices
3-5 years of administration work focusing on data retrieval, pivot table manipulation & reporting

Nice To Haves

Project a professional manner and image, including proper workplace attire and grooming standards.
Exhibit professional conduct at all times.
Adhere to ethical principles and core ADCS values; follow all ADCS policies.
Treat all staff with respect, compassion, and empathy, recognizing and respecting cultural diversity.
Demonstrate initiative and responsibility for actions.
Work as an effective team member and team leader.

Responsibilities

Maintain an up-to-date register of all energy devices per location, including details of rentals & rental cost per use (plus profitability).
Working with Compliance, maintain the Supervision Requirement Grid for Aestheticians per state regulations & implement routine check ins on regulatory statuses for changes/ updates.
Draft & maintain a checklist per device of COGs, eye protection, etc. for any shipping / transportation needs.
In working alongside the Aesthetic Operations Manager, support Energy training prep, coordination and potentially on-site engagement (travel required, as appropriate).
Work directly with the Facility & Aesthetic Operation teams on any reported energy challenges / repairs / relocations for any administrative support.
Review all energy-based device usage across the org, identify areas of improvement per region / clinic / clinician and report recommended plans of actions to reach outlined targets.
Maintain a current list of active Laser Safety Site Officers & support outlined compliance with safety program covering all energy-based devices via Laser Safety Policies.
Alongside the Director of Energy Based Devices & Aesthetic Operations, support development, updates and monitor compliance policies within ADCS energy-based device policies and procedures.
Alongside the Aesthetic Operations Manager, engage with our energy vendors on additional support / tools to drive the business specifically for energy devices.
Support new device acquisition roll out upon selection of new equipment.
Process online didactic training request for our Aesthetic providers, Aestheticians, Cosmetic Care Consultants and in office support staff.
Monitor and track Learner quiz results, communicating progress to Aesthetic and Operational leadership.
Monitor and track Trainer Availability Calendar & training schedules
Demonstrate ability to communicate effectively to a broad audience and possess the ability to multi-task to meet deadlines
Assist team with needs related to internal training systems and processes.
Work with Finance team to track and report field performance post training based on data measurement set by Aesthetics Leadership team and other contributing business units
Track Aesthetic Virtual Consult Codes for new Aestheticians working with NG Support.
Monitor and track usage, updating spreadsheet.