Company Description
Our client is a holistic practice integrating mind, body and spirit treatment modalities to support people in their journey toward healing and wholeness. They provide a warm, authentic and creative work environment and are looking for an intuitive, heart-centered, loving person, who would like to be part of a heart-centered and loving team and help it grow. They seek an intuitive, compassionate individual eager to join and support a warm, collaborative team. You will manage the practice’s front office operation while working as a team player to support both front and back office activities including:
Responsibilities
Client and Team Relationship Management: (60% time)
- Admissions and Sales: Handle all client inquiries with empathy and professionalism, matching them with appropriate practitioners and guiding them through the admissions process. Actively promote the clinic's offerings, ensuring the potential clients understand the benefits and value of our services.
- Managing Client Interactions: Greet and assist clients upon arrival, ensuring their comfort and satisfaction during their visit.
- Client Issue Resolution: Address and resolve any client concerns promptly and efficiently, liaising with clinicians as necessary.
- Response time window for patient related text messages, calls, or emails is less than 24 hours or next business day
Office Operations: (20%)
- Opening Office: Responsible for opening the clinic promptly at 7.45 AM.
- Day-to-Day Management: Ensure the smooth running of the office, including managing office, medical and other supplies, inventory management, handling incoming and outgoing mail as well as maintaining a clean and orderly environment.
- Vendor Management: Act as the primary contact for key vendors, including phone, internet, scheduling software, and cleaning services, resolving any issues promptly.
- Office Upkeep: Oversee housekeeping to maintain clean and tidy office and clinical rooms.
- Event Planning: support the team in planning, organizing and executing corporate events like cooking classes, Yoga events, Healing Arts Nights, and others.
Digital Marketing & Content Creation: (10%)
- Google My Business Management: Regularly update and optimize the Google My Business profile to enhance local SEO, improve visibility in search results, and engage with customer reviews and inquiries.
- Website Maintenance: Oversee the ongoing maintenance of the website, ensuring that content is up-to-date, functional, and aligned with marketing goals. This includes updating product/service pages, troubleshooting any issues, and optimizing for user experience (UX) and SEO.
- Monthly Newsletter Creation: Develop and distribute a monthly email newsletter that informs subscribers about company updates, promotions, blog posts, or industry news. Ensure the newsletter is visually appealing, engaging, and optimized for email deliverability.
- Flyer Creation & Updates: Design and update marketing flyers, ensuring they are visually cohesive with the company brand and tailored to specific promotions, events, or campaigns. Distribute digital and/or printed flyers to target audiences as necessary.
Support for Clinicians: (10%)
- Attending Clinician Issues: Act as a support system for clinicians, addressing any concerns or issues they may face.
- Scheduling Assistance: Assist clinicians in managing their schedules and appointments, ensuring efficiency and punctuality.
- Response time window for staff related correspondence is less than 48 hours or next business day
Qualifications and Skills
- High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
- Proven organizational and multitasking skills, with attention to detail in both digital and physical environments.
- Proficiency with digital tools and software, including Canva, Mailchimp, Google Suite, and scheduling/billing systems.
- Experience in medical or therapeutic office management is preferred, with a strong focus on client care.
- Proven communication and interpersonal abilities and communication skills, both written and verbal, and in dealing with nuanced patient care situations.
- Compassionate and professional demeanor, with a focus on client satisfaction.
Work Hours and Benefits:
Hours: Full-Time, 7:30 AM to 4:30 PM (Monday-Friday, one hour lunch, may be requested to work overtime and weekends for special program events.)
Salary: $55k
Benefits:
20% off all in-house services & products.
After 90 days, 2 weeks of vacation accrued per year.
Health insurance coverage.
Other benefits as applicable.
How to Apply
To apply for this position, please email hiringmanager@auraexcx.com with a cover letter attaching your CV or resume, illustrating your former experience/education and a brief description of why you believe you are right for this job.
The client is an equal opportunity employer, and we prioritize culture fit and relationship building. We welcome applications from all qualified individuals who share our values and vision.
