{"id":3352703,"url":"https://alion.io/job/advanced-dermatology-p-c-office-managerclient-experience-manager","title":"Office Manager/Client Experience Manager","company":{"id":2418655,"name":"Advanced Dermatology, P.C.","domain":"advanceddermatologypc.com","url":"https://alion.io/company/advanceddermatologypc","size_band":"1-10","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Paylocity","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Rye Brook, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":37000,"max_usd":65000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":4386},"experience_years_min":1,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"HIPAA","optional":false},{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-27T17:41:15Z","employer_posted_date":"2026-10-27","last_verified_at":"2026-11-03T15:22:45Z","board_verified":true,"closed_at":null,"days_open":6,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":6},"description":"Description\nThe Office/ Client Experience Manager act as a brand ambassador, front line client coordinator and sales driver for medical aesthetics.\nCore Responsibilities\nClient Experience & Reception: Greet incoming clients/patients, manage check-ins/check-outs, maintain a clean and relaxed reception area, and ensure high-touch, personalized care. Ability to deescalate unsatisfied clients/ patients. \nScheduling & Communication: Handle appointment bookings, phone calls, texts, emails, and direct messages, as well as confirm schedules and coordinate clinical flow with the medical team. \nSales Conversion: Educate clients on aesthetic services, skin care products, and services. \n Outbound Concierge & Follow-Ups: Execute post-treatment care calls as appropriate, encourage and respond to patient reviews (maintain NPS >80), encourage referrals, and manage re-activation outreach. \n Operations & Compliance: Full oversight and management of front office and back-office workflow(s) with strict adherence to HIPAA privacy regulations.\nBusiness Development & Events: Support local marketing events, build relationships with local referral sources.\nJob Duties:\n Office Staffing: Responsible for scheduling support staff for provider: patient ratio(s)\n Reviews PTO calendar, monitors OT, manage employees breaks\n Assess and revise work schedules of both Medical and Non-Medical staff as needed\n Maintain Time & Attendance records for all non-physician employees\n Conflict management \n Accountability champion\n Maintain Medical Staff/ Provider schedule to ensure patients/ clients are scheduled appropriately\n\n Patient Scheduling: In collaboration with Contact Center Responsible for daily patient/client schedules ~ productivity, appointment type, reminders/ confirmations, communications (call, text, emails), etc..\n Responsible for management of appointment systems to include Next Patient, ZocDoc, DermPro, ModMed\n\nPersonnel Management: In collaboration with HR Recruit, retain, orient, train and coach front office and back-office staff \n Assist with annual review evaluation process of all supervised staff members\n\nFinance & Operations: In collaboration with Finance Dept. & Operations Dept. Daily reconciliation of client/ patient payments\n Maintain petty cash system to ensure funds are available, receipts are reconciled and journals reflect all transactions\n Collaborate with Purchasing, Accounts Payable, and Finance Department to ensure proper reconciliation of care slips, packing slips, invoices, & receipts\n Inventory management: Responsible for ordering and reconciling all office supplies and inventory to include product, and injectables.\n Medical Records: Strict adherence to HIPPA guidelines ensuring records are completed per policy and released per policy when requested\n Attends provider and department staff meetings as required\n Active participation in seminars and events as requested\n Other projects and duties as directed by the Territorial Manager/Senior Management.\n\nRequirements\n Qualifications & Skills\nExperience: 1 to 3+ years in customer service, hospitality, a luxury medical spa, or high-end retail environment preferred\nGeneral understanding of medical &cosmetic dermatology preferred\nInterpersonal Skills: Exceptional communication, active listening, and a warm, service-oriented presence required\nTechnical Proficiency: Familiarity with ModMed, patient booking systems, patient review platforms (Yelp/ Google) and Microsoft Office\nSales Aptitude: Comfortable with consultative selling, tracking Key Performance Indicators (KPIs), and driving client retention\nSalary Description\nSalary commensurate with experience.","description_format":"text","description_chars":3654,"description_truncated":false,"requirements":{"experience_years_min":1,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Primary Care & Medical 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