Practice Administrator

Windward Healthcare & Aesthetics is an independent wellness and aesthetics practice in Alpharetta, GA. We offer medical aesthetics (neurotoxins, fillers, microneedling, chemical peels), hormone optimization, medical weight management, peptide therapy, and preventative wellness. Our Mission : To deliver honest, personalized care that helps people look and feel their best; treating every patient as a whole person, not a symptom. Our Vision : To be recognized as one of Georgia's most trusted wellness and aesthetics brands where science, expertise, and genuine human care come together under one roof. THE ROLE This is not a coordinator role with a manager title. The Practice Administrator is the operational anchor, cultural standard-setter, and patient experience leader of Windward. You will own day-to-day operations completely, lead and hold accountable our clinical and administrative team, manage marketing and social media execution, build physician and community relationships, and maintain financial oversight of the practice. You will operate with an ownership mindset. You will not need daily direction. The right person reads this and feels energized because they have done it before. YOU ARE THE RIGHT PERSON IF: You have run or significantly led a medspa, aesthetics clinic, or wellness practice You set the tone of the clinic in culture, service, and expectations every day You are a self-starter who makes things happen without being told You build SOPs and systems that run whether you are there or not You deliver a concierge-level patient experience from first contact through follow-up You greet patients by name and make every person feel genuinely cared for You lead warm, non-pressured consultations that educate and build trust You have managed Instagram Reels and Facebook content for a healthcare or aesthetics brand You are proficient with Canva, CapCut, Mailchimp, or similar tools You understand that growing a practice requires outreach and community presence You have driven membership enrollments, treatment plan conversions, and patient retention You track rebooking rates and use data to make decisions You have working knowledge of HIPAA and OSHA compliance WHAT YOU WILL OWN PRACTICE OPERATIONS Daily operations end to end: scheduling, patient flow, facility, compliance SOPs, workflows, and clinic policies Vendor relationships, inventory, supplies, and equipment EMR and patient records with HIPAA precision HIPAA and OSHA compliance at all times TEAM LEADERSHIP Cultural tone and operational standard every day Lead, coach, and hold accountable all clinical and administrative staff Weekly team huddles and performance conversations Hiring, onboarding, and training for non-clinical roles PATIENT EXPERIENCE Patient experience from first inquiry through post-visit follow-up Six-touchpoint post-visit follow-up sequence Rebooking standard: target above 60% rebooked before leaving Google review program at every checkout Top 20 patients known by name: every VIP patient feels personally valued All inquiries and DMs responded to within one hour MARKETING & SOCIAL MEDIA Daily Instagram and Facebook content including Reels 90-day content calendar (already built and ready to execute) Weekly email newsletter and SMS broadcast to full patient list Coordination with fractional social media specialist and web designer BUSINESS DEVELOPMEN T Membership enrollments and treatment plan conversions Physician referral network: introductions, tracking, follow-up Community outreach: events, business partnerships, city activations VIP patient events and in-practice experiences REPORTING Weekly report to ownership: new patients, memberships, rebooking rate, newsletter, one outreach Monthly KPI tracking QUALIFICATIONS REQUIRED 3+ years of practice administration or management in a medspa, aesthetics clinic, or wellness center Verifiable track record of independently driving revenue, retention, and team performance Hands-on Instagram Reels and Facebook content management for an aesthetics or healthcare brand Proficiency with Canva, CapCut, Mailchimp, or equivalent tools Experience with aesthetics or wellness EMR platforms Working knowledge of HIPAA and OSHA compliance Proven ability to operate independently without daily ownership direction STRONGLY PREFERRED Experience in aesthetics, hormone optimization, GLP-1, peptide therapy, or regenerative medicine Experience with Boulevard, Aesthetic Record, or PatientNow Experience building a physician referral program or community outreach strategy Experience managing a membership or VIP loyalty program Familiarity with the Alpharetta or North Atlanta market NOT RIGHT FOR YOU IF : You need daily direction to know what to prioritize You have not worked in a medspa or aesthetics environment You have not independently driven measurable growth at a practice you managed COMPENSATION & BENEFITS Base salary: $55,000 - $65,000 depending on experience and track record Quarterly performance bonus tied to new patient acquisition, membership enrollment, revenue growth, and referral development (details discussed during the interview) Merit increase: base salary eligible for review and increase based on performance Total compensation potential: $70,000 - $80,000+ for a strong performer in year one Complimentary and discounted Windward services and products Paid time off | Professional development support | Employee referral program A senior leadership role with genuine ownership-level impact on a growing independent practice WHY WINDWARD HEALTHCARE & AESTHETICS We are an independent practice built on a belief that patients deserve better than being rushed through a system. We have a 4.9-star Google rating with 110+ reviews, a growth plan, a content strategy, a clear brand identity, and a clinical team that is exceptional. The foundation is complete. We need the leader who takes everything we have built and turns it into the practice we know Windward is meant to be. Job Type : Full-Time Schedule : Monday-Friday with occasional evenings or weekends for events Location : In-person, Alpharetta, GA 30005 Start : Immediate To apply : submit your resume. Selected candidates will be contacted for an interview within 48 hours of applying.