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Job Title: Wellness Office Manager

Kismet Acupuncture & Apothecary seeks a dependable and trustworthy Wellness Office Manager with immediate availability. We will train you.

 

About the Company

Kismet Acupuncture & Apothecary is a cozy, woman-owned health and wellness practice and shop in Kenilworth, NJ, focused on helping you live your best life via holistic, whole-body healing. We assist in pain management, stress, and fertility and offer Acupuncture, Cupping, Gua Sha, Reiki, and a wide variety of monthly workshops and events. Our apothecary features candles, essential oils, teas, journals, herbal remedies, crystals, and products for skin care, sleep, bath, and more. All items have been handpicked and lovingly curated by our team and are created by artisans, creators, and small businesses we are proud to support.

 

Overall responsibilities include

  • Overseeing the day-to-day operations including our office, treatment rooms, retail space, and event space.

  • Implementing and upholding various systems and company policies.

  • Interacting with patients and potential customers via phone, email, and in-person.

  • Handling retail transactions and patient payments.

  • Keeping supplies and inventory current.

  • Assisting in preparing retail orders for shipping/pickup.

  • Collaborating on planning events and workshops.

  • Assisting the owner with assorted projects and day to day admin tasks.

  • Must be available for all clinic/office hours and all events. Office hours are Tuesday, Wednesday Thursday (2-8 pm) and Friday/Saturday (10-3 pm). Event hours vary and are generally held on weekends..  The ability to work outside these hours will occasionally be required.

 

The Details

  • Our Facilities: Maintain the space neat and orderly. Keep us stocked with paper, cleaning products, water, treatment room supplies, retail supplies, and marketing materials. Make sure our plants get enough water. Must be comfortable with cleaning bathrooms, taking out trash, dusting, etc. Keeping high touch surfaces clean and sanitized.

  • Customer Experience: Create and implement systems for a seamless and positive customer experience, every time. Assist in onboarding new patients. This includes providing patients with information for getting started as well as any required waivers, teaching patients how to use our system to schedule appointments and pay online; registering attendees for any upcoming workshops; helping retail customers check out and complete their in-store purchases; addressing our customers’ requests, questions, and concerns. 

  • Management: Working with owner to plan and schedule events and workshops. Keeping store inventory in our retail area stocked and displayed beautifully. Working with shop owner to maintain merchandise and prep and fulfill orders for shipping or pickup. Prepping office and retail spaces for the day by choosing music, lighting candles or incense, brewing tea. May help with occasional website updates and light social media assistance, such as taking photos/videos, posting updates or announcements, sending emails etc. Act as a liaison to our external contractors and vendors, practitioners, interns, and marketing team.

  • Assistant: Work directly with the owner on various projects and daily admin tasks as assigned. Helping owner clear tasks off her plate.

 

REQUIRED CHARACTERISTICS:

  • Must be fully vaxxed & boosted for COVID-19 as of 2 weeks before start date. 

  • Must always wear mask in our medical establishment.

  • Must be discreet and compliant with the HIPAA Privacy Rule, which establishes national standards to protect individuals' medical records and other individually identifiable health information.

  • Must be dependable and trustworthy.

  • Must be highly organized.

  • Must be a strong communicator.

  • Must be a problem solver.

  • Must be comfortable taking initiative.

  • Must be patient.

  • Must have strong boundaries and people skills.

  • Must be comfortable with sales.

  • Must be tech savvy with an ability to quickly learn our booking system (Jane app), retail/checkout system (Squarespace), and Google Docs.

  • Must have at least 1-2 years of management (or similar) and retail experience. 

  • Must be comfortable opening/closing and occasionally working alone.

  • Must be ok with working nights/weekends.

  • Must be available for all currently scheduled shifts.


PREFERRED CHARACTERISTICS:

  • Passion for wellness and holistic living.

  • Knowledge of and interest in Acupuncture and Chinese Medicine is a plus.

  • Knowledge of Canva, Trello, Squarespace, Mailchimp.

  • Good photography skills.



Compensation

Compensation based on experience. Perks also include weekly acupuncture treatments and a generous discount on retail items.

TO APPLY:

Candidates should submit a resume and list of references to kismetacupuncture@gmail.com. Be sure to include your favorite book and band in your email response. No phone calls, please.

Subject line should read: Office Manager Job

Application Deadline: Open until filled.