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COO/Practice Administrator

2021-09-27 2021-11-26 Job Snob

Full Time

Philadelphia - Bryn Mawr

Our Practice Administrator will oversee the day-to-day administrative and operational functions of the practice. They will collaborate with the Sales Manager and report to the CEO. This is a visible position requiring a broad range of experience and expertise.

The perfect candidate must demonstrate strong knowledge of the practice’s internal affairs and operations and must exhibit strong analytical, communication, and people skills. They will assist in the development and execution of the practice business plan and growth strategy which includes oversight of HR, coordinating marketing vendors, communicating with accounting and bookkeeping, and implementation of new strategies.

This team-oriented leader will partner with stakeholders in focusing the energy of the practice toward success to improve teamwork, productivity, profitability, and innovation. The COO must be dynamic, energetic, and have a strong desire for personal achievement.

Must demonstrate the following traits:

  1. Industry Knowledge – fulfilling the responsibilities of a practice administrator in an aesthetic practice requires a clear understanding of the industry, including technology, fees and finances, AR/AP, reports, retail sales, digital marketing, and clinical staff.
  2. Loyalty –Must always act in the best interest of the company and the company goals. If he or she wants to be “one of the gang” supervisory responsibilities are compromised.
  3. Attention to Detail – Timely action to issues and the ability to build and implement standard office operating systems is crucial.
  4. Business Acumen – Solid understanding of profit and loss statements, existing systems and programs, financial policy, patient financing, sales, marketing, and great communication skills.
  5. Confidentiality – Scrupulously maintains the confidentiality required for financial, patient, and employee information.
  6. Honesty – Will set the standard and become a role model for the practice.
  7. Professionalism – Professional appearance and matching behavior is key. This is the face of our entire business.

Responsibilities Will Include but are not limited to:

Day-to-day operational, marketing, and financial functions ensuring that daily systems are in place and operating effectively to provide excellent patient care, superior service, and optimal practice productivity and profitability.

The role is an executive-level business position responsible for all aspects of the practice and day-to-day operations.

Operations & Finance

  • Implement current and new policies and procedures, update as needed, and review with staff
  • Support preparation of annual budget, liaison with accountant / practice manager
  • Prepare a review an analysis of monthly financial statements against Business & Sales Plan
  • Cost Reduction
  • Ensure daily receivables are reconciled
  • Review vendor invoices for accuracy and mark for posting
  • Ensure staff is scheduled appropriately to balance between patient care and personnel costs.

Personnel Management/HR

  • Approve, set up and manage PTO, Benefits, and Payroll
  • Ensure new hires are properly trained and onboarded
  • Co-Coordinate monthly staff meetings designed for optimal growth of the practice as well as staff communications
  • Recruit, hire, and terminate if necessary
  • Employee supervision including salary review and performance appraisals

Office Management:

  • Closely analyze business metrics and KPIs around sales, profit, lead capture, and conversion
  • Work closely with outside consultants, including marketing (SEO, Social Media, etc.)
  • Develop and Maintain core relationships with vendors, sales reps to ensure success with products/services/technology and utilizing all savings available
  • Maintain Function Matrix of management and operations and who is responsible
  • Responsible for practice management software collaboration with vendor and staff, updates and inputs.


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Company Information
  • Total Jobs 85 Jobs
  • State California
  • Zip 90293
  • How did you hear about us? I was contacted by a Job Snob recruiter/team member
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