Back Office Operations Assistant (Medical Aesthetics)

Overview:
We are hiring a Remote Administrative Assistant for a multi-location company in the medical aesthetics/med spa industry. This is a part time remote role for a US-based client. The role is focused on centralizing back-office operations across multiple clinics, including administrative coordination, light bookkeeping, vendor/platform administration, documentation, and reporting. The ideal candidate is proactive, detail-oriented, tech-savvy, HIPAA-aware, and comfortable working in a fast-paced, scaling environment.

Key Responsibilities:

• Provide back-office administrative support across multiple clinic locations (no patient-facing duties)

• Support bookkeeping tasks including AP/AR coordination, expense tracking, receipt management, and basic reconciliations in QuickBooks Online

• Maintain organized documentation, contracts, and SOPs across shared drives and platforms

• Manage vendor/platform logins and data entry across clinic systems (e.g., EHR/POS, inventory, operations tools)

• Prepare weekly operational and financial reports; track KPIs and follow up with clinic managers for inputs

• Manage leadership calendar bookings, schedule meetings and coordinate cross-team communication

• Assist with credential/compliance tracking and HIPAA-conscious handling of sensitive information

• Support inventory administration in coordination with clinic teams (e.g., data hygiene, purchase tracking)

• Conduct light research and comparisons (vendors, supplies, pricing) and summarize recommendations

Required Qualifications:

• 2+ years of administrative/back-office experience, ideally supporting multi-location operations

• Proficiency with Microsoft 365 (Outlook, Excel, Word, SharePoint/OneDrive)

• Working knowledge of QuickBooks Online for basic bookkeeping tasks

• Excellent written and verbal English communication skills

• Strong attention to detail, follow-through, and organizational skills

• Ability to learn new software tools quickly and document clear SOPs

• Familiarity with HIPAA principles and handling confidential information

• Prior remote work experience with consistent overlap in US business hours

Preferred Qualifications:

• Experience in medical aesthetics/med spa, healthcare, or clinic operations

• Hands-on experience with Zenoti (or similar EHR/POS) and inventory management platforms

• HIPAA certification and/or bookkeeping coursework/certification

Required Skills & Tools:

• QuickBooks Online

• Microsoft 365 (Outlook, Excel, Word, SharePoint/OneDrive)

• Zenoti or similar EHR/POS and related clinic operations platforms

Schedule & Pay:

• Part-Time position; approximately 20 hours/week; preferred hours Monday–Friday, 9:00 AM–1:00 PM US Central Time (some flexibility)

• Fully remote role for a US-based client

• Pay ranges from R6900- R9700 per month

• Includes training, certification support (HIPAA, as needed), and strong growth potential (opportunity to scale to full-time)

System Requirements:

• Internet speed of at least 20 Mbps

• Computer with a 2.4 GHz processor or higher

• 8 GB of RAM or higher

• Windows 10 or newer, or Mac OS X 10.10 or newer

• HD 720p webcam

• Headset with a microphone

Benefits:

• Competitive pay rates

• Consistent hours and predictable workload

• Fully remote work with long-term potential

• Direct collaboration with the founder/executive team, making a real impact

• Supportive and inclusive work environment

• Opportunity to grow alongside a multi-location medical aesthetics organization

Ready to make an impact behind the scenes of a growing healthcare business? We'd love to hear from you.