Operations Manager

Operations & Office Manager – Medical Aesthetics

Location: Face Forward Medical Aesthetics (Lexington, MA)

Type: Full-Time

About Us

Face Forward Medical Aesthetics is a fast-growing, high-end medspa specializing in injectables, skin treatments, and wellness services. We are known for delivering personalized treatment plans and exceptional patient experiences.

We are looking for a highly organized, proactive Operations & Office Manager to support the day-to-day flow of the business, optimize scheduling, and help drive growth.

This is not a traditional “people manager” role, this is a hands-on operational leader who ensures everything runs smoothly behind the scenes and keeps the schedule full and the business moving forward.

Role Overview

The Operations & Office Manager is responsible for maintaining efficient daily operations, optimizing provider schedules, supporting front desk workflows, and helping execute growth initiatives.

This person works closely with the owner and team to identify gaps, solve problems, and keep the practice running at a high level.

Key ResponsibilitiesDaily Operations

• Oversee day-to-day office operations to ensure smooth patient flow and an exceptional experience
• Support front desk operations including scheduling, patient communication, and service recovery
• Coordinate office systems, supplies, maintenance, and general organization of the space
• Assist with payroll coordination and administrative reporting

Schedule Optimization & Growth

• Proactively monitor provider schedules and fill gaps to maximize productivity and revenue
• Identify opportunities to improve booking efficiency and patient flow
• Support onboarding of new providers by helping build and maintain full schedules
• Track and report on key metrics including utilization, rebooking, and revenue per provider

Marketing & Promotions Support

• Collaborate with the owner on monthly VIP specials and promotional campaigns
• Coordinate with social media/marketing to align schedule availability with campaigns
• Help execute internal promotions, events, and patient outreach initiatives

Systems, Policies & Compliance

• Organize and maintain office policies, procedures, and operational workflows
• Ensure compliance with HIPAA and medical practice regulations
• Continuously improve systems to enhance efficiency and patient experience

Team & Communication Support

• Oversee front desk structure and daily priorities (without direct HR management)
• Help lead and organize team meetings alongside the owner
• Act as a point of communication between providers, front desk, and leadership
• Foster a positive, team-oriented environment

What We’re Looking For

• Highly organized, detail-oriented, and proactive
• Strong problem-solver who can anticipate needs and take initiative
• Ability to manage multiple priorities in a fast-paced environment
• Excellent communication and interpersonal skills
• Strong understanding of customer service and patient experience
• Comfortable working with scheduling systems, EMRs, and reporting tools

Preferred Experience

• 3–5+ years in medical office, medspa, or aesthetic practice operations
• Experience with scheduling optimization, KPIs, and practice growth
• Familiarity with HIPAA and healthcare compliance
• Experience supporting marketing or promotions a plus

Ideal Candidate

Someone who:

• Thinks like a business owner and takes initiative
• Loves organization, systems, and efficiency
• Enjoys helping a business grow and run better every day
• Can juggle multiple priorities while staying calm and solution-focused
• Thrives in a collaborative, fast-paced environment

Compensation

• Competitive salary based on experience
• Bonus potential tied to performance and growth
• Employee perks and treatment benefits
• Why This Role MattersThis role is critical to helping the practice scale. You will work directly with leadership to improve operations, increase revenue, and elevate the patient experience.

To Apply:

Please submit a 2-minute video answering the following:

• List 3 things you have done to advance yourself in your skills?
• What is a goal you have set for yourself and how did you accomplish it?
• What books are you reading?

Email your video to: [email protected] Subject Line: Interview Applicant Purple

We’re excited to train and invest in a team player who is enthusiastic, coachable, and committed to excellence in aesthetic care.

Pay: From $70,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Work Location: In person