Office Manager Jobs in Boston, MA

Hands-On Leadership | Front Desk Operations | Business Performance

Position Overview

We are seeking an experienced, polished, and results-driven Office Manager to oversee the daily operations of our high-end boutique medical spa while maintaining an active role in delivering an exceptional patient experience.

This is a hands-on leadership position that combines approximately 70% office management, team leadership, and business operations with 30% front desk responsibilities.

The ideal candidate is equally comfortable supervising staff, monitoring business performance, and implementing operational improvements as they are welcoming patients, coordinating appointments, and managing daily front desk activities.

We are looking for an emotionally mature, highly organized, and proactive individual who leads by example, takes ownership of responsibilities, and consistently upholds the highest standards of professionalism and service.

Primary Responsibilities:

Office Management & Leadership – Approximately 70%

• Oversee daily administrative operations and ensure efficient office workflow.
• Supervise, coach and hold front desk and administrative employees accountable.
• Monitor staff performance, professionalism, attendance, and adherence to office policies.
• Coordinate employee schedules and front desk coverage.
• Track key performance indicators, including revenue, appointment utilization, cancellations, rebooking, and retail sales.
• Identify operational inefficiencies and implement practical solutions.
• Assist in achieving monthly revenue and profitability objectives.
• Oversee office inventory, purchasing, and administrative supplies.
• Address operational issues independently and escalate matters appropriately.
• Maintain consistent communication with ownership regarding staff performance, business results, and operational priorities.

Front Desk & Patient Experience – Approximately 30%

• Personally manage daily front desk activities, including greeting patients, answering phones, scheduling appointments, and processing payments.
• Deliver personalized, white-glove service to a discerning clientele.
• Coordinate patient appointments and provider schedules to maximize efficiency.
• Manage appointment confirmations, cancellations, waitlists, and rebooking.
• Respond professionally to patient inquiries, concerns, and service requests.
• Support patient retention through relationship building, follow-up, and exceptional service.
• Educate patients on services, skincare products, and available promotions within the scope of the role.
• Maintain accurate patient information, records, and financial transactions.
• Ensure the reception area consistently reflects the standards of a luxury medical spa.

Qualifications:

• Minimum 3 years of experience in a medical spa, aesthetic medical practice, or comparable luxury service environment.
• Minimum 2 years of supervisory or management experience.
• At least 2 years of direct front desk experience in a medical spa or medical practice.
• Strong organizational, communication, and problem-solving skills.
• Demonstrated ability to multitask while maintaining exceptional customer service.
• Proficiency with Microsoft Office, particularly Excel and Word.
• Experience with EMR software preferred.
• College degree highly preferred. High school diploma / GED required.
• Professional presentation, emotional maturity, and strong interpersonal skills.
• Willingness to work occasional Saturdays.

Apply now and take the next step in a career that blends leadership, service, and strategy.

Schedule: Full time /// Monday through Friday (Occasional Saturdays)

Benefits:

• 401(k)
• Medical, Dental and vision insurance
• Employee discounts
• Paid time off

Must be able to legally work in the US / Sponsorship not offered

Pay: $28.00 - $32.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you available to work one to two Saturdays per month?

Education:

• High school or equivalent (Required)

Experience:

• medical spa or Aesthetic retail: 3 years (Required)

Shift availability:

• Day Shift (Required)

Work Location: In person