Assistant Clinic Manager

About Us

We are a fast-growing personal service company with our head office in Calgary and a second location in Edmonton. At OOYU SKIN & INKJI, a Korean Medical Aesthetics clinic and Permanent Makeup Studio and Academy, we specialize in advanced, personalized treatments rooted in Korean beauty traditions and modern techniques.

Our environment is professional, welcoming, and vibrant — making it the ideal space for a dynamic Assistant Clinic Manager who thrives in a highly visible, client-centered role and is ready to grow into leadership while helping drive the day-to-day success of our Calgary studio.

This is primarily a front-facing, client-centric role. You will be the face, voice, and energetic presence at our front desk—leading the client experience from the moment someone walks through our doors or reaches out online.

This position seamlessly blends active front-of-house hospitality, sales advocacy, and receptionist duties with growing operational leadership. Working closely with our Edmonton Studio Manager, you will lead the Calgary front desk, hold staff accountable to high studio standards, ensure sales activities and policies are practiced daily, and manage accurate administrative reporting.

As the studio expands, so will your responsibilities — offering a direct path to develop into a full Studio Manager role over time.

Key Responsibilities

1. Front-of-House Presence, Client Experience & Sales Advocacy (Primary Daily Focus)

• Lead the Front Desk: Be the warm, welcoming, and present face of the clinic—greeting every client warmly in person, hosting the reception area, and maintaining a high-energy, hospitable atmosphere.
• Active Communication: Handle real-time client inquiries across all channels (GoHighLevel, Instagram, Mindbody, Email, Phone) with warmth and promptness.
• Sales & Conversions: Actively convert consultations and inquiries into confirmed appointments by communicating service value; follow up with prospective clients confidently via phone and messaging.
• Promotions & Add-ons: Implement monthly promotions and confidently introduce products, service packages, and add-ons in person and over the phone.
• Client Retention: Celebrate client results, actively encourage reviews/referrals, and build long-term relationships.

2. Team Leadership & Accountability

• Support the Studio Manager in day-to-day leadership of the Calgary team, keeping staff aligned, on task, and accountable to studio standards.
• Help train and mentor new team members, reinforcing SOPs and best practices during daily operations.
• Step in to lead the studio and front desk team in the Studio Manager’s absence.
• Foster a positive, professional, and collaborative team culture.

3. Studio Operations, Systems & Administrative Reporting

• Daily Studio Flow: Manage appointments in Mindbody, resolve scheduling overlaps, and support aestheticians' schedules directly from the front desk.
• Reporting & Auditing: Execute daily, weekly, and monthly reporting with meticulous detail—reconciling sales data, auditing pay sheets, and tracking inventory with 100% accuracy.
• Financial Management: Perform accurate daily end-of-day reconciliations and safely handle cash deposits using your personal vehicle as needed.
• Behind-the-Scenes Tech: Assign treatment rooms, monitor automated client communications, and verify completion of digital consent forms.
• Events & Community: Assist with workshops, appreciation days, and studio events (handling RSVPs, welcome gifts, and post-event follow-ups).

4. Content & Studio Aesthetics

• Maintain pristine front-of-house aesthetic standards — ensuring signage, displays, and promotional materials are always on-brand and beautifully presented.
• Collect and organize before-and-after content, client reviews, and Canva portfolios.
• Partner with the marketing team to align messaging across all client touchpoints.

What Makes You Stand Out

We’re especially excited about candidates who bring an "IT brain" to a front-of-house setting — candidates who naturally love technology, efficient systems, and workflow automation. Comfort and fluency with AI tools (like Claude Cowork) is a major asset, and we offer incentives for team members who bring AI literacy to help us automate back-office tasks so more focus remains on our clients.

Qualifications

• Front-of-House Experience: Previous experience in a client-facing, receptionist, coordinator, supervisory, or hospitality/retail role is required.
• Client-First Personality: Naturally sweet, outgoing, warm, and highly engaging — someone who loves interacting with people face-to-face all day.
• Essential Computer & Software Skills: Strong computer literacy is required, particularly with Google Workspace (Gmail, Drive, Docs) and Microsoft Excel for data reconciliation and reporting.
• Reliable Transportation: Must possess a valid driver’s license and own vehicle for off-site errands, including cash deposits.
• Sales-Minded: Comfortable conducting sales conversations in person and confident picking up the phone to follow up with clients.
• Detail-Oriented & Accountable: High attention to accuracy — you notice when a spreadsheet, inventory log, or front-desk display is off.
• Tech-Fluent: Eager to master tools like GoHighLevel (GHL), Mindbody, Canva, and AI workflow tools (e.g., Claude Cowork).
• Industry Passion: Genuine excitement for beauty, Korean medical aesthetics, skincare, and wellness.