Operations Coordinator

Amare Aesthetics | Beverly Hills, CA and Rancho Cucamonga, CA | Part-Time to Full-Time

Position Overview

Amare Aesthetics is seeking a reliable and detail-oriented Operations Coordinator to ensure seamless business operations, optimize client experience, and support business growth. The ideal candidate is solutions-driven, proactive, organized, and deeply committed to operational excellence in a fast-paced, high-touch environment.

Key Responsibilities

Administrative & Operational Support

• Manage calendars, appointments, and waitlist scheduling with accuracy and urgency.
• Coordinate daily operations including client intake forms, patient follow-ups, and appointment confirmations.
• Monitor office supplies and inventory to ensure clinic readiness.
• Maintain and update client records with precision and confidentiality.
• Oversee and troubleshoot EMR, booking, and payment systems as needed.

Client Experience

• Provide exceptional, discreet, and professional communication with clients via phone, email, and in-person.
• Anticipate client needs and proactively resolve client inquiries, concerns, or scheduling conflicts.
• Support and enhance the premium experience clients expect from Amare Aesthetics.

Operational Excellence

• Track and report on appointment volumes, reschedules, cancellations, and revenue metrics.
• Maintain standard operating procedures and suggest improvements for efficiency.
• Assist with the implementation of new workflows, software tools, and operational enhancements.
• Monitor and ensure adherence to company policies related to scheduling, cancellations, deposits, and communication.

Performance Expectations (KPIs)

• Response Time: All client inquiries responded to within 24 hours or less.
• Scheduling Accuracy: <2% scheduling errors per quarter.
• Client Satisfaction: Maintain a minimum of 95% client satisfaction on feedback surveys.
• Operational Reporting: Timely submission of weekly operational reports and KPI tracking.
• Reliability & Attendance: Punctuality with time and deadlines.
• Revenue Support: Support growth by maintaining >90% appointment retention rate month-over-month.

Requirements

• 2+ years of experience in administrative, office management, or operations support, preferably in healthcare, medical aesthetics, or boutique service industries.
• High level of organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Tech-savvy with experience using EMR systems, CRM tools, and online scheduling platforms.
• Ability to multitask effectively and remain calm under pressure.
• Professional appearance and demeanor aligned with a luxury service environment.

Preferred Skills

• Previous experience in dermatology, medical aesthetics, or luxury service industries.
• Proficiency with Google Workspace (Gmail, Docs, Sheets) and booking/CRM platforms (e.g., Aesthetic Record, Jane, Vagaro, or similar).
• Knowledge of HIPAA compliance and confidentiality standards.
• Ability to anticipate problems and proactively offer solutions before issues escalate.

Who You Are

• You are solutions-focused and pride yourself on getting things done correctly and efficiently.
• You naturally think ahead, manage time exceptionally well, and don’t wait to be told what to do.
• You take ownership of your work and understand how critical operational support is to client experience and business growth.
• You align with Amare Aesthetics' values of excellence, professionalism, discretion, and personal growth.