Practice Administrator | Patient Experience + Operations | In-Person, 28+ hrs/wk

Some people walk into a business and immediately notice what needs attention.

There may be a patient who looks a little unsure when walking through the door.
Tomorrow's schedule could be better optimized.
There are products that could be getting low.
There might be follow-up that still needs to happen.

An A+ Practice Administrator not only notices this, but thrives on the small details that would make someone's experience better.

They see a process that works, but could work better. And then they do something about it.

If that's you, you may love this role.

Beauty Aesthetics is looking for a Practice Administrator who can become the operational heartbeat of our practice. This important person is someone who loves people, takes tremendous pride in their work, thinks ahead, follows things through, and genuinely enjoys making an already-great experience even better.

We care deeply about the experience people have here, from the first phone call to the moment they leave after treatment and everything in between.

And this role touches nearly all of it.

The Patient Experience Matters Here

You'll be the first and last impression of Beauty Aesthetics and an important part of everything that happens between the two.

We want people walking out thinking: “WOW! They thought of everything.”

Growth at Beauty Aesthetics Is Possible for Everyone

We're growing, which means this role has room to grow with us. For the right person, Practice Administrator doesn't have to be the finish line.

As you demonstrate ownership, judgment, consistency, and the ability to make the practice stronger, there will be opportunities to expand what you own and how you contribute.

To be clear, we are not expecting someone who already knows everything about medical aesthetics. We are looking for someone who wants to learn.

The right fit asks great questions. Someone who wants to grow applies what they're taught and cares about getting it right.

The people who grow here are the ones who see an opportunity to make something better and have a hard time walking past it.

If you’re the kind of person who notices what matters, takes ownership, and genuinely enjoys making things better, we’d love to hear from you.

• You'll welcome patients, build relationships, confidently answer questions, manage scheduling and rebooking, support memberships and account details, assist with product recommendations, and help patients navigate their experience with warmth and confidence.

• You'll learn our treatments, products, providers, pricing, and philosophy so that patients feel like they're talking to someone who knows them and knows Beauty Aesthetics.

• You'll help keep the practice ready with organized treatment rooms, stocked supplies, accurate inventory, prepared schedules, complete information, participation in morning huddles, patient photography, consents, provider support, and strong communication across the team.

• We’ll show you the shining example and let you run with owning what this looks like.

• You'll keep track of the details so they don't become fires later.

• And when five things need attention at once, you'll learn how to determine what you can handle, what can wait, and what truly needs escalation.

• We’ll establish a rhythm.

• A reactive person looks at today's schedule. You'll learn to proactively look ahead. Tomorrow. Next week. Three weeks from now.

• You'll anticipate scheduling opportunities, patient follow-ups, inventory needs, office readiness, and potential issues before they become problems.

• You'll also support promotions, community relationships, patient education, and practice initiatives, collaborating with our marketing team and providers everywhere patient experience and marketing intersect.

• Beauty Aesthetics is actively building stronger systems and processes as we grow. We have resources, SOPs, training materials, and tools designed to help you succeed. We expect you to use them, learn them, and eventually help us make them better.

• If something isn't working, we want someone curious enough to ask: “Why do we do it this way?” And then: “Is there a better way?”

• You'll have opportunities to improve operational workflows, document what you've learned, build resources, and help create systems that make the entire team stronger.

You'll Probably Love This Role and Thrive Here If…

• You naturally take ownership. When something lands with you, you want to see it all the way through.

• You're a doer and a thinker. You enjoy getting things accomplished, but you're equally energized by figuring out how to make something work better.

• You notice things. A missing detail, a patient who needs attention, something that hasn't been replenished, or a loose end that needs closing tends to catch your eye.

• You like finishing things. There is genuine satisfaction in being able to say, “Handled,” or check something off a list.

• You're resourceful. When you don't know something, your instinct is to look, learn, ask a good question, and find the answer.

• You're coachable. Feedback doesn't threaten you. You want it because getting better matters to you.

• You're comfortable with people. You can warmly welcome someone walking through the door, confidently answer a phone call, and remain composed when someone is frustrated or nervous.

• You're curious about how businesses work. You want to know your task, AND you want to understand what happens before it, what happens after it, and who depends on you getting it right.

• And you want to grow because becoming exceptionally capable is exciting to you.

This Probably Isn't Your Role If…

• You want a traditional front-desk position where you check patients in, answer phones, and wait for someone to tell you what needs to happen next.

This role requires initiative.

We’re a small, dynamic team, and everyone at Beauty Aesthetics has areas they lead, but nobody operates on an island. We communicate, collaborate, ask questions, solve problems, share ideas, and step in when something needs ownership.

You will receive training, support, processes, and clear expectations.

The goal is for you to know your role so well that eventually you see the next step, too.

When You Apply, We’d Love for You to Brag on Yourself a Little In a Cover Letter

• Tell us about a time you noticed something at work that technically wasn't yours to handle, but you took ownership of anyway. What happened?

• Tell us about a system, process, or customer experience you improved without being asked. What did you notice, and what did you change?

• Imagine you're at the front desk and three things need your attention at the same time: a patient standing in front of you, the phone is ringing, and a provider asks you for something. Talk us through what you would do.

• Tell us about a time someone corrected the way you were doing something. What was your initial reaction, and what did you do afterward?

• What does exceptional hospitality look like to you when nobody has specifically told you what to do?

Beauty Aesthetics is an established and growing medical aesthetics practice built on education, relationships, exceptional care, and results that still look and feel like you. We believe that when you look good, you feel good, and you can show up better for the world.

Our mission is to create an experience where patients feel known, cared for, educated, and confident in their choices. We believe great results begin with listening, guiding thoughtful recommendations, and building genuine relationships.

We are building a practice known for beautiful outcomes, exceptional care, and the way people feel when they are here. We live by our values of clear communication, ownership, teamwork, learning, and continuous improvement.

Every person matters here. Ideas are welcomed, accountability is valued, and growth is available to people who consistently contribute, support the team, and want to become exceptionally capable. We are proud of what we're building and excited for what is still to come.