Office Manager

ClaraDerma | Medical Aesthetics & Laser Clinic | St. Catharines, Ontario

Aesthetics Clinic · Niagara, ON · Hybrid (remote in-clinic days)

Part-time, Permanent · 20–30 hours/week · $30–$40/hour, depending on experience

About ClaraDerma

ClaraDerma is a medical aesthetics and laser clinic serving the Niagara Region from our location on Bunting Road in St. Catharines. We offer injectables, laser and light-based therapies, microneedling, body contouring, medical facials, hair removal, and medical-grade skincare, organized around four pillars of practice: skincare, aesthetics, hair treatments, and wellness.

Our team is made up of certified medical aestheticians, laser technicians, and nurse injectors who take ongoing training seriously, and we run our own ClaraDerma Academy. Clients come to us for results and stay because of how they are treated. Everyone here is expected to protect both.

About the Role

We are looking for an experienced Office Manager to take full ownership of the day-to-day running of our clinic.

Some who would be the point of contact for every question, from scheduling gaps and inventory to protocol slips and staff issues. We want that answer to be you. This role exists so the clinic runs consistently, professionally, and to standard without an owner having to stand over it.

This is a leadership position, not a support position. You will manage a team, hold people to clinic protocols, own the systems that keep the clinic running, and be given the authority to make real decisions. If you are the kind of person who notices when something is not being done properly and says something about it, directly, kindly, and consistently, this is your role.

This is a hybrid role. The heartbeat of it, being team leadership, protocol accountability, room and quality checks, and presence for the staff and the day, happens on-site at the clinic. The administrative engine of the role (scheduling, inventory ordering, vendor coordination, payroll preparation, reporting, and hiring logistics) can be handled remotely.

The split will be set with the founders based on clinic needs, with the clear expectation that on-site presence is never sacrificed when the team or the floor needs a manager in the building.

We are also looking for someone who thinks like an owner. Big or small, decisions here should pass through one simple filter: is this good for the business? This role is trusted to protect both the client experience and the profitability of the clinic, and to speak up whenever there is a leaner, smarter way to run things without cutting corners on care.

Key Responsibilities

Team Leadership and Accountability

- Manage the day-to-day performance of a team of approximately five or more clinical and front-desk staff
- Build and maintain the master staff schedule, including coverage for vacations, sick days, and peak booking periods




- Run regular team meetings and individual check-ins with each staff member
- Hold the team accountable to clinic protocols: identify when something is not being followed, address it directly, and document it
- Give clear, respectful feedback in the moment rather than letting small issues accumulate
- Track recurring performance patterns and bring documented concerns to the founders with a recommended course of action
- Escalate only what genuinely requires an owner-level decision

Protocols, Standards, and Quality Control

- Own the clinic’s standard operating procedures: keep them current, accessible, and actually in use
- Conduct routine audits of chart and consent form completeness, opening and closing checklists, treatment room readiness, cleanliness, and sterilization and infection-control standards
- Maintain logs for equipment maintenance, servicing, and calibration across all lasers and devices
- Monitor compliance with health, safety, and privacy requirements, including PHIPA-compliant handling of patient information
- Maintain a current record of staff certifications, licences, training, and insurance, and flag renewals well before they lapse
- When something breaks down repeatedly, fix the system behind it, not just the individual incident

Daily Clinic Operations

- Oversee daily patient flow, treatment room turnover, and schedule efficiency.
- Supervise the front desk: booking accuracy, confirmations, waitlist management, and enforcement of the cancellation and no-show policy
- Administer the clinic management software (e.g. Jane App): user permissions, service and pricing setup, scheduling templates, intake forms, and reporting
- Handle escalated client concerns and service recovery with professionalism and discretion
- Track and prepare daily and weekly summary reports covering sales, cash, bookings, and clinic performance, and reconcile all cash and payments at close.
- Own the clinic's point-of-sale system end to end, including transactions, product and service setup, daily reconciliation, and troubleshooting.
- Continuously look for ways to improve the efficiency of the clinic, from patient flow and room turnover to how the team's time is spent, and put better systems in place where they are needed.
- Manage the clinic's phones and email with prompt, professional responses, and act as the eyes and ears of the front desk, surfacing what clients are actually saying and what is really happening day to day so nothing important slips past the founders.

Inventory,



Vendors, and Facility

- Order supplies and product cost-effectively, comparing pricing across suppliers and buying to actual need so the clinic is never overstocked or caught short.
- Own supplier and vendor relationships: orders, invoices, pricing, and rep meetings
- Coordinate facility maintenance, cleaning, and repairs
- Work alongside the marketing and content team to make sure product launches and promotions are properly stocked and the team is briefed before anything goes live
- Streamline the entire supply-ordering process with clear par levels, reorder points, and a predictable ordering rhythm, so it runs the same way every time and spend stays controlled.
- Keep an eye on product margins, waste, and expiry write-offs, and raise it early whenever there is a smarter or leaner way to buy and operate.

People and Administration

- Coordinate hiring for clinic roles: job postings, interview scheduling, reference checks, and offer paperwork
- Run onboarding for recent hires: documentation, systems access, training plan, and first 90 days
- Maintain employee files, time-off requests, and attendance records
- Prepare and submit payroll information to the clinic’s payroll provider or bookkeeper
- Document performance conversations and support the founders through progressive discipline in line with Ontario Employment Standards Act requirements
- Provide the founders with a weekly operations report covering staffing, issues, wins, and anything requiring their attention
- Support special projects, new service launches, and process rollouts

Qualifications

Required

- Three or more years managing an office, clinic, or service-based location, including direct supervision of staff
- Demonstrated experience holding a team accountable: scheduling, performance conversations, and documentation
- Highly organized, systems-minded, and comfortable building process where none exists
- Strong software skills and the ability to learn a clinic management platform quickly
- Self-directed and accountable when working remotely, with the discipline to keep the administrative side moving without supervision
- Absolute discretion with confidential patient and employee information
- Direct, calm, and professional communication style: able to have an uncomfortable conversation without making it personal

Who Thrives in This Role

- You notice details other people walk past
- You would rather address something today than let it become a pattern
- You are comfortable being the person who says something
- You take ownership without waiting to be asked
- You can be warm with clients and firm with standards at the same time
- You want to build something well-run and take real pride in it

Pay: $30.00-$40.00 per hour

Expected hours: 20.0 – 30.0 per week

Work Location: Hybrid remote in St. Catharines, ON

📌 Office Manager (St. Catharines)
🏢 ClaraDerma+ / The Well Women
📍 St. Catharines