Office Manager - Serenity Aesthetics and Wellness

Job Description

Job Description

Serenity Aesthetics & Wellness is a premier medical spa in the San Francisco Bay Area. We are dedicated to delivering exceptional medical aesthetic services while creating a welcoming and luxurious experience for our clients. Our team of professionals is passionate about helping clients feel and look their best, and we take pride in maintaining the highest standards of care and customer service.

Position Overview

We are seeking a highly organized and detail-oriented Office Manager to support the Practice Manager at our Union Square location.

This role is the backbone of our back-office operations — the ideal candidate is a proactive problem-solver who thrives on keeping things running smoothly behind the scenes. This individual takes ownership of inventory, reporting, staff scheduling, and administrative processes, freeing up the Practice Manager to focus on higher-level clinic strategy. The right candidate is trustworthy, discreet with sensitive information, and comfortable juggling multiple ongoing responsibilities without losing sight of the details.

Responsibilities

Inventory & Ordering

• Track inventory levels for medical supplies, injectables, skincare products, and retail items.
• Place, track, and reconcile vendor orders; follow up on discrepancies or backorders.
• Maintain relationships with vendors and suppliers, including monitoring pricing and terms.
• Monitor par levels to prevent stockouts and reduce excess/expired inventory.

Reporting & Analytics

• Build and maintain reports requested by the Practice Manager (e.g., revenue, provider performance, treatment room utilization, retail sales).
• Pull and organize data from scheduling/POS systems into clear, digestible formats.
• Track key operational KPIs and flag trends or concerns to the Practice Manager.

Staff Scheduling

• Build and maintain provider and front desk staff schedules to ensure adequate daily coverage.
• Manage time-off requests and shift coverage in coordination with the Practice Manager.
• Communicate schedule changes clearly and promptly to staff.

Payroll & HR Administrative Support

• Review payroll entries (hours, commissions, adjustments) for accuracy prior to submission.
• Assist with new hire paperwork, onboarding logistics, and personnel file maintenance.
• Support tracking of staff licensing/certification renewals and other compliance documentation.

General Office Management

• Maintain office and clinic supplies, equipment, and vendor contracts (non-clinical).
• Coordinate facilities needs such as repairs, maintenance requests, and vendor visits.
• Assist the Practice Manager with special projects and ad hoc administrative needs as they arise.

Qualifications

• 3-5 years of experience in an administrative or office management role, ideally within a medical office, med spa, or healthcare setting.
• Strong proficiency in Excel/Google Sheets and comfort building clear, accurate reports from raw data.
• Experience supporting payroll processes and staff scheduling.
• Excellent organizational skills with the ability to manage multiple ongoing tasks and deadlines simultaneously.
• Trustworthy and discreet, with sound judgment around confidential business and personnel information.
• Proactive, reliable, and comfortable working independently once priorities are set.
• Experience with Zenoti software is a plus.

Availability

• Onsite full-time, Monday through Friday, standard business hours.

What We Offer

• A supportive and dynamic work environment.
• Opportunities for growth and development within the company.
• Comprehensive training to ensure your success in the role.
• Compensation: $50,000 - $80,000 per year
• Health insurance, 401(K), PTO, clinic treatment discounts