Kalologie Medspa
Operations Manager
Location:
Las Vegas, NV
Home Base:
ARIA (with regular travel to clinic locations)
Reports to:
President & Co-Founder (Tracy Brennan)
Role Overview Kalologie is a rapidly scaling, multi‑location wellness and aesthetics company operating across multiple states and host‑brand environments. As we grow, operational excellence, consistency, and execution across teams are critical.
The
Operations Manager
is a central integrator role responsible for
building, implementing, and maintaining operational systems
across clinics. This role ensures that decisions made at the leadership level are
executed consistently and effectively
at the clinic level.
This is a
hands‑on, in‑person role , based primarily at our ARIA location when not traveling to support new clinic openings or existing locations.
Core Responsibilities 1. Operational Systems & Process Implementation
Build, document, and improve operational workflows across clinics
Ensure SOPs are clearly communicated and consistently followed
Identify inefficiencies or breakdowns in execution and implement solutions
Serve as the operational “connector” between departments
Outcome:
Clinics operate smoothly, consistently, and predictably.
2. Scheduling & Staffing Coordination
Partner with Field Operations to support nurse and front desk scheduling
Help balance staffing levels with clinic demand and capacity
Identify recurring scheduling challenges and propose process improvements
Outcome:
Clinics are properly staffed to support revenue without unnecessary labor inefficiencies.
3. Training & Onboarding
Coordinate onboarding new hires (clinical and non‑clinical)
Ensure new employees are trained on operational expectations and workflows
Partner with Nursing Clinical Operations on training execution at new and existing locations
Help scale training programs across clinics
Outcome:
New hires ramp quickly and perform consistently.
4. Inventory Management
Oversee inventory processes and ordering cadence
Track inventory usage, par levels, and delivery confirmations
Coordinate with Finance on spend visibility and variance tracking
Escalate inventory issues that could impact clinic operations or revenue
Outcome:
Clinics are well‑stocked without over‑ordering or last‑minute shortages.
5. Marketing Execution & Implementation
Coordinate rollout of marketing campaigns at the clinic level
Ensure front desk and staff understand promotions, scripts, and expectations
Confirm in‑clinic materials (screens, signage, collateral) are live and accurate
Flag execution gaps between marketing plans and in‑clinic reality
Outreach to MGM Conventions and VIP Departments
Outcome:
Marketing initiatives are executed consistently and drive results.
6. Zenoti Operations & Invoice Coordination
Act as an operational liaison for Zenoti‑related issues
Coordinate invoice discrepancies, system issues, and operational questions
Ensure issues are routed to the correct owner and resolved efficiently
Review EOD reports and track Zenoti‑related requests
Outcome:
Fewer system disruptions and cleaner operational workflows.
7. New Location Openings & Field Support
Travel to new clinics for pre‑opening setup and launch support
Ensure operational readiness ahead of grand openings
Support onboarding, training, and early operational execution
Provide additional support to underperforming locations as needed
Outcome:
New clinics open smoothly and reach operational stability quickly.
What Success Looks Like First 90 Days
Clear understanding of clinic workflows and pain points
Strong relationships built across teams
Operational gaps identified and prioritized
Active support of scheduling, onboarding, inventory, and marketing execution
6–12 Months
Fewer operational escalations reaching executive leadership
More consistent execution across clinics
Faster onboarding and smoother new location launches
Improved coordination between operations, clinical, marketing, and finance
#J-18808-Ljbffr
Las Vegas, NV
Home Base:
ARIA (with regular travel to clinic locations)
Reports to:
President & Co-Founder (Tracy Brennan)
Role Overview Kalologie is a rapidly scaling, multi‑location wellness and aesthetics company operating across multiple states and host‑brand environments. As we grow, operational excellence, consistency, and execution across teams are critical.
The
Operations Manager
is a central integrator role responsible for
building, implementing, and maintaining operational systems
across clinics. This role ensures that decisions made at the leadership level are
executed consistently and effectively
at the clinic level.
This is a
hands‑on, in‑person role , based primarily at our ARIA location when not traveling to support new clinic openings or existing locations.
Core Responsibilities 1. Operational Systems & Process Implementation
Build, document, and improve operational workflows across clinics
Ensure SOPs are clearly communicated and consistently followed
Identify inefficiencies or breakdowns in execution and implement solutions
Serve as the operational “connector” between departments
Outcome:
Clinics operate smoothly, consistently, and predictably.
2. Scheduling & Staffing Coordination
Partner with Field Operations to support nurse and front desk scheduling
Help balance staffing levels with clinic demand and capacity
Identify recurring scheduling challenges and propose process improvements
Outcome:
Clinics are properly staffed to support revenue without unnecessary labor inefficiencies.
3. Training & Onboarding
Coordinate onboarding new hires (clinical and non‑clinical)
Ensure new employees are trained on operational expectations and workflows
Partner with Nursing Clinical Operations on training execution at new and existing locations
Help scale training programs across clinics
Outcome:
New hires ramp quickly and perform consistently.
4. Inventory Management
Oversee inventory processes and ordering cadence
Track inventory usage, par levels, and delivery confirmations
Coordinate with Finance on spend visibility and variance tracking
Escalate inventory issues that could impact clinic operations or revenue
Outcome:
Clinics are well‑stocked without over‑ordering or last‑minute shortages.
5. Marketing Execution & Implementation
Coordinate rollout of marketing campaigns at the clinic level
Ensure front desk and staff understand promotions, scripts, and expectations
Confirm in‑clinic materials (screens, signage, collateral) are live and accurate
Flag execution gaps between marketing plans and in‑clinic reality
Outreach to MGM Conventions and VIP Departments
Outcome:
Marketing initiatives are executed consistently and drive results.
6. Zenoti Operations & Invoice Coordination
Act as an operational liaison for Zenoti‑related issues
Coordinate invoice discrepancies, system issues, and operational questions
Ensure issues are routed to the correct owner and resolved efficiently
Review EOD reports and track Zenoti‑related requests
Outcome:
Fewer system disruptions and cleaner operational workflows.
7. New Location Openings & Field Support
Travel to new clinics for pre‑opening setup and launch support
Ensure operational readiness ahead of grand openings
Support onboarding, training, and early operational execution
Provide additional support to underperforming locations as needed
Outcome:
New clinics open smoothly and reach operational stability quickly.
What Success Looks Like First 90 Days
Clear understanding of clinic workflows and pain points
Strong relationships built across teams
Operational gaps identified and prioritized
Active support of scheduling, onboarding, inventory, and marketing execution
6–12 Months
Fewer operational escalations reaching executive leadership
More consistent execution across clinics
Faster onboarding and smoother new location launches
Improved coordination between operations, clinical, marketing, and finance
#J-18808-Ljbffr