Clinic Manager

Job Description

Job Description

Description:

Job Title: Clinic Manager, Exempt 

Reports To: Market Leader

AYA Medical Spa is the premier medical aesthetics provider, where beauty dreams bigger, inside and out. We approach every treatment with disciplined technique, sound clinical judgment, and an obsession with outcomes, because mastery is how we deliver results that are safe, consistent, and extraordinary. 

The Clinic Manager is the single point of ownership for execution in the medical spa, owning the clinic's day-to-day financial performance, building trust through clear communication, and bringing out the best in both clinical and non-clinical team members, so every visit reflects the mastery and care that define AYA.

Essential Duties and Responsibilities:

Client Experience:

• Lead and uphold the standard for an exceptional, personalized experience, ensuring the team welcomes every client warmly, anticipates their needs at every touchpoint, and embodies the hospitality the AYA brand represents
• Oversee a seamless, consistent client journey from check-in through check out
• Holds self and team accountable to approved service standards across accurate paperwork, treatment planning, and re-booking
• Own client concerns and feedback, setting the standard for handling them with professionalism, resolving issues proactively through appropriate clinical partnership and timely solutions
• Lead, train, and hold the team accountable for every client’s interaction and the experience they deliver
• Maintain the environment and presentation of the clinic, ensuring lobby and client facing spaces consistently reflect the elevated standards of the AYA brand
• Uphold all client and employee financial policies and procedures 

Growth and Performance:

• Own the clinic's financial performance, meeting daily and monthly budgets 
• Lead the clinic's conversion performance, driving the team to consistently meet or exceed lead conversion and rebooking goals
• Partner with providers and lead the team to build a strong referral pipeline 
• Coach the team to engage prospective clients, uncover their goals, and educate them on AYA's services with confidence and expertise
• Establish and reinforce effective consultation and conversion practices that turn leads into booked appointments and full treatment plans
• Coach and provide feedback for all team members, ensuring AYA standards are being met. 
• Identify ongoing team education on products, services, and treatment opportunities to elevate expertise and drive revenue

Scheduling and Operational Excellence:

• Organize and own all staffing levels, monitoring schedules to ensure the clinic is optimizing utilization and productivity
• Accountable for the clinic's daily schedule, ensuring maximized provider productivity and client flow
• Ensure provider schedules are planned and published at least 3 months in advance to support capacity and continuity of care 
• Oversee timesheet accuracy and payroll approval, ensuring compliance, efficiency, and fiscal responsibility
• Ensure the clinic is operationally sound, with equipment well maintained and supplies stocked appropriately
• Coordinate/follow up on client recall process for future appointments
• Support and execute AYA marketing initiatives at clinic level to drive traffic and grow revenue; proactively share local opportunities with marketing team

Administrative and Team Support:

• Lead by example, setting the tone for a culture of mutual respect and collaboration that defines the AYA experience
• Recruit, develop, and retain talent who reflect the polish and professionalism of the AYA brand, investing in their growth through consistent feedback and meaningful recognition
• Lead daily team huddles that align the clinic on goals and priorities
• Serve as the leader for clinic team ensuring alignment with company goals and priorities
• Own inventory management and monitoring to maintain accurate stock levels and operational efficiency

Knowledge/Skills/Abilities:

Education/Certification:

• Bachelor’s or associate degree preferred; high school diploma or equivalent required
• Minimum of 5 years of relevant work experience (hospitality and med spa preferred), including at least 3 years in a management role

Skills/Abilities:

• Leadership presence that motivates the team and sets a positive, professional tone
• Deep commitment to luxury, hospitality-driven service, and the ability to instill it across the team
• Strong people skills, building trusted relationships with clients, providers, and team members 
• Excellent verbal and written communication skills, with the ability to lead, coach, and align a team
• Exceptional organizational skills and attention to detail, with the ability to manage competing priorities in a fast-paced medical environment
• Strong business and financial acumen, using data to manage performance and drive results
• Proficiency with scheduling, POS, and practice management systems

Work environment/Conditions:

Travel as needed for training, meetings, and other job functions, including the ability to travel daily between multiple practices within a market or region.