Luxury Facial Plastics / Med Spa Practice Manager

Align ENT + Allergy (www.alignentallergy.com) is a healthcare management group specializing in the management and growth of ENT and Allergy practices. Headquartered in suburban Philadelphia, we pride ourselves on delivering world-class clinical services, patient experience, and cost-effective care. Our network is composed of highly skilled surgeons, physicians, nurse practitioners, physician assistants, and audiologists, all committed to providing exceptional patient care and advancing clinical practice.

Align ENT + Allergy is focused on building a better future in ENT and Allergy care by partnering with physicians across the region. We support our partners by providing access to the latest research and clinical practices, while enhancing operational efficiency to allow them to focus on what they do best: delivering great care to their communities. As we continue to expand, we are strategically adding new practices and clinicians to further strengthen our community. Align ENT + Allergy’s portfolio of practices is rapidly growing, and we are actively seeking to add a Med Spa Practice Manager.

The Practice Manager oversees the daily business and clinic operations of a luxury plastic surgery practice and medical spa, ensuring a personalized experience for high-end patientele. This role is critical in upholding the practice’s reputation for excellence in patient service, managing the staff, and ensuring smooth and efficient day-to-day operations. The ideal candidate will possess a concierge service mindset, an understanding of business fundamentals, a proactive leadership approach, and experience in supporting growth and expansion, including driving continuous improvement in services, operations, and patient satisfaction Responsibilities include administrative oversight, employee management, financial reporting, and ensuring adherence to all compliance standards. 

Customer Experience & Office Operations: 

• Deliver a concierge-level patient experience, ensuring that each patient feels valued and receives personalized care from the moment they walk through the door. 

• Manage and oversee the daily operations of the practice and med spa, ensuring that all services are executed to the highest standard. 

• Address and resolve patient concerns promptly and professionally to maintain the practice’s high patient satisfaction ratings. 

• Ensure the practice is fully staffed with trained professionals to meet the demands of patient, and coordinate the efficient scheduling of treatments and services. 

• Oversee front desk operations, ensuring the reception area and scheduling processes provide an elegant and stress-free experience for patients and doctors.. 

• Maintain the spa’s ambiance, ensuring it reflects the luxury and comfort expected by high-end patientele. 

Management & Leadership: 

• Supervise and mentor the spa team, ensuring they meet both customer service and operational performance standards. 

• Instill a growth mindset within the team, encouraging continuous learning, adaptability, and improvement. 

• Conduct employee performance evaluations, provide feedback, and guide professional development to foster a customer-focused culture. 

• Lead regular staff meetings to ensure clear communication of goals, expectations, and service excellence standards. 

• Implement and monitor staff training programs to ensure all team members provide the highest level of service, including customer interaction, technical skills, and practice etiquette. 

• Identify opportunities for growth and improvement within the practice and med spa’s operations and service offerings, ensuring the practice can scale its business while maintaining exceptional service standards. 

• Maintain office daily processes and procedures to allow surgeon to practice in a safe and efficient manner. 

Finance & Reporting: 

• Oversee day-to-day financial operations, including payroll administration, billing, accounts payable, and cash flow management. 

• Prepare monthly financial reports and manage budgets in collaboration with the practice owner and finance team. 

• Ensure efficient billing practices, resolving any discrepancies or payment issues in a timely manner while maintaining customer satisfaction. 

• Identify areas for revenue growth and operational efficiency, supporting the financial scalability of the spa. 

Growth & Scalability: 

• Lead efforts to expand the spa’s services, patient base, and market presence by implementing systems and processes. 

• Partner with leadership to develop and execute strategic initiatives that support long-term growth, including business development, marketing, and patient retention strategies. 

• Anticipate future operational needs, including staffing, technology, and space, to ensure that the practice and medspa is prepared for growth without sacrificing quality or service. 

• Regularly assess and refine operational workflows to ensure they can accommodate an expanding patient base and service offerings. 

Compliance & Processes: 

• Ensure spa operations comply with relevant health and safety regulations, including sanitation, infection control, and environmental safety standards. 

• Implement and monitor internal controls to maintain high operational standards and regulatory compliance. 

• Maintain updated knowledge of spa industry and state regulations licensure, and adapt policies and procedures accordingly. 

• Oversee inventory management to ensure that spa products, supplies, and equipment are available and in excellent condition. 

• Maintain operating room compliance to State regulations.
• Minimal travel for training and company meetings <10% 

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. 

Requirements

Required education and experience 

• Bachelor’s degree in business, hospitality, or a related field preferred. 

• Minimum of three years of management experience in a luxury setting (med spa, hotel, high-end retail) or a medical practice with a focus on customer experience. 

• Demonstrated success in fostering a growth mindset and scaling operations within a customer-focused organization. 

• Strong understanding of the luxury service industry and what it takes to cater to high-net-worth individuals. 

• Excellent communication and interpersonal skills, with the ability to build strong relationships with both patients and staff. 

• Demonstrated ability to manage finances, including budgeting, payroll, and reporting. 

• Experience with appointment booking and patient management systems; familiarity with spa management software is a plus. 

• Highly proficient in Microsoft Office Suite (Outlook, Word, Excel). 

Preferred education and experience 

• MBA preferred. 

• Demonstrated success in a customer service role, with a track record of delivering outstanding patient experiences in a concierge or premium healthcare service setting. 

• Superior leadership skills with the ability to inspire and motivate a team to uphold high service standards. 

• Exceptional organizational and multitasking skills, with an eye for detail. 

• Professional, polished demeanor suitable for working with a high-end clientele. 

• Proven ability to implement operational processes that support business growth while maintaining exceptional service quality. 

• Ability to maintain a friendly, enthusiastic, and positive attitude in a fast-paced environment. 

Work authorization/security clearance requirements 

• Must be authorized to work in the United States, sponsorship not available 

Benefits

Benefits:

• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Paid time off
• Vision insurance