Future Assistant Medspa Manager

Greenwich MedSpa•Greenwich, CT

12d•Onsite

About The Position

The Future Assistant Medspa Manager acts as a liaison between the Front Desk and Medspa Manager and supports the Call Center through training and ongoing assistance. The role combines customer service, retail sales, appointment support, transaction processing, marketing and business development, and administrative duties. It also serves as a leadership contact when the Medspa Manager is unavailable, helping with operational oversight, patient conflict escalation, inventory, reporting, deposits, and timecards. The position supports the patient experience from greeting and answering questions through processing payment and arranging follow-up appointments. It helps maintain the reception and work areas, handles phone, email, and text inquiries, and assists with opening and closing activities. The role also supports financial reconciliation and marketing objectives as directed by the Medspa Manager and Marketing Department. Locations listed include Greenwich, Ridgefield, Glastonbury, West Hartford, Westport, and Newtown, Connecticut; Scarsdale, New York; and Closter, New Jersey. The organization describes its values as Excellence, Integrity, People Focused, Passionately Driven, Respect, and Growth. The posting notes that there may not be an open position currently and invites interested candidates to share information about themselves.

Requirements

College degree or relevant experience.
Superior interpersonal and oral and written communication skills.
Ability to exert subtle motivation and influence.
Computer literacy.
Superior organizational skills and ability to multitask.
Trustworthiness and attention to detail and accuracy.
Ability to work independently and as part of a team.
Ability to think quickly to resolve issues while practicing GMS Service Standards.
Ability to work on Saturdays.

Nice To Haves

Sales or marketing emphasis in education is preferred.
Two to three years of dermatologic or aesthetics experience is preferred.
Two to three years of sales experience is preferred.

Responsibilities

Act as liaison between the Front Desk and Medspa Manager.
Train and provide ongoing support to the Call Center and train Aesthetic Representatives on GMS Service Standards.
Provide customer service, transactional counter assistance, retail sales, phone management, marketing and business development support, and office administration.
Open and close the medspa in the absence of management; assist with opening and closing activities as assigned.
Change prices and void transactions when the manager is not present.
Serve as leadership contact when the Medspa Manager is unavailable and as the first escalation point for patient conflicts that the Aesthetics Coordinator cannot resolve.
Prepare the end-of-day report and reconcile it against third-party vendors.
Prepare and make bank deposits in the Medspa Manager’s absence.
Assist the Medspa Manager with maintaining and ordering medical, spa, and office supplies and with month-end inventory counts.
Approve staff biweekly timecards in the absence of management.
Know and answer questions about all services and products offered, and lead in selling products and services.
Meet, greet, and close patients; process payments and arrange follow-up appointments before patients leave.
Maintain the reception area, transaction counters, form filing, tranquility area, work areas, back office, and kitchen, and ensure compliance with OSHA standards.
Answer incoming calls as directed by the Call Center and assist patients with inquiries and appointment setting.
Enter client data for database management.
Count the cash drawer at the beginning and end of the shift and reconcile cash sales against spa software sales.
Enter charges and payments and issue refunds as appropriate.
Reconcile the end-of-day Milano Sales report with credit card processors, patient financing vendors, and third-party marketing programs.
Implement marketing objectives as directed by the Medspa Manager and Marketing Department.
Reconcile no-show lists.
Handle overflow Call Center duties, including incoming calls, patient questions, appointment setting, post-treatment and post-consultation follow-up calls, and patient inquiries by phone, email, and text.
Manage postage, mail sorting, and post office activities.
Perform other duties as assigned.