Administrative Manager - Vancouver, Canada - Caviar Skin Clinic

Description

• Leadership
• Extrovert
• Communicative (relay ideas/vision/direction so that people understand)
• Accountability (able to hold accountability by having direct 1on1 conversations about behaviour (positive and corrective)
• Ability to be flexible and adaptive
• Stellar organization and follow through
• Optimism & a positive outlook, ability to put on a happy face, you are the center of company morale
• Maintaining composure in the face of pressure
• Fluent in English both spoken and written

• Strong sales and customer service background
• Knowledge of noninvasive cosmetic procedures
• 2+ years experience in a Management role required (preferably in an office, especially corporate or office that has turned corporate)
• Passion for the aesthetic industry and patient care
• Bachelor's degree in health care admin, health information management or business admin is an asset

• Provide patients with a consistent, onbrand patient experience through professional, attentive, and competent service
• Develops, implements, and maintains programs/processes to improve the overall patient experience through steps of service
• Conduct patient recovery efforts by resolving patient complaints

• Checkingin and Checkingout patients
• Patient Forms Room management
• Maintaining Patient Records
• Retail Sales, meeting personal sales goals
• Online Sales (receiving and shipping out)
• Day end reports and reconciliation
• Scheduling patients in
• Assist providers in tasks
• Office cleanliness

• Oversee inventory
• Ordering (ensure inventory and stock is sufficient to run business)
• Negotiating with service providers, suppliers and medical sales representatives
• Accounts Receivable
• Patient retention procedures (mail outs to old patients)
• Implement and develop Standard Operating Procedures for patient retention
• Ensure equipment is functional, call correct rep when needed
• Staff schedule
• Payroll

• Provides support and oversight of all office employees; actively works to uphold positive company culture by recognizing performance, identifying areas of opportunity and taking corrective actions
• Ensure front office operations are efficient and profitable by supporting team members to meet their sales and profitability goals.
• Delegate tasks to office staff, holding accountability to ensure deadlines are met and tasks are completed efficiently and up to standard
• Implement staff training procedures and develop procedures as required
• Track staff performance: weekly meetings, hold accountability towards staff (tasks and ways to measure those tasks and ensuring goals are met and arranging support to meet those goals and raise every staff member up to standard)
• Proper management of office staff including creating schedules for staff and providers to ensure all shifts are covered and adjusting reception schedule accordingly to office needs
• Ensures overall office standards are maintained through appropriate planning and implementation of operations processes including; inventory, cleanliness, compliance with privacy regulations
• Ensure hygiene procedures are followed
• Ensure compliance with all company policies, federal, state, and local laws/regulations
• Managing disputes and conflicts involving patients and staff
• Ensure Operations Playbook is implemented, being followed, and all staff know where and how to access the appropriate information as needed
• Develop operating processes and add to Operations Playbook as needed and ensure staff awareness and implementation
• Set up monthly staff meetings
• Arrange staff events
• Hiring and firing staff

• Ensure staff are well trained on the patient experience, duties, service knowledge, product knowledge, retail sales
• Scheduling training days internally for providers and office staff
• Scheduling training days with supplier reps for providers and staff

• Track staff sales
• Weekly meetings to hit targets, sales planning to meet goals
• Organize staff monthly sales contests
• Organize sales and profit tracking to keep track of clinic and provider sales month to month

• Assists marketing teams in providing content within the office and implement and support any current marketing initiatives
• Communicate Monthly promos with all staff and ensure everyone is working collaboratively to promote and close sales
• Organize filming days with provider and marketing team, organize models, prepare room for filming, adjust schedule

• Ensure front office operations are efficient and profitable by supporting team members to meet their sales and profitability goals while ensuring