Aesthetic Clinic Assistant

**Position **Aesthetic Clinic Assistant

**Reports To **Clinic Director

**Reports **Nil

**Internal Contacts **Clinic Director, Franchise Partner, Clinic Manager, Clinic Team, and Support Team

**External Contacts **Clients, Partners, Vendors, or Suppliers when appropriate

**Company Overview**

More than ever, clients are investing in looking and feeling their best. At Laser Clinics, our mission is to provide tailored beauty treatments for clients’ individual needs and desired results. There is no organization more credentialed to promise truly tailored beauty treatments. That’s because no other business treats more men and women around the world every single day than Laser Clinics. With over 200 Clinics globally we do more treatments and therefore get the best results for our clients.

Laser Clinics is a global brand with clinics across Australia, New Zealand, United Kingdom, Singapore, and Canada with 14 years of experience. Laser Clinics is the largest non-invasive aesthetic operator in the world. We are the largest employer of skin therapists in globally and we employ over 2000 Clinic Therapists. We have the largest medical team of cosmetic injectable experts with over 350 medical professionals.

We specialized in Laser Hair Removal, Cosmetic Injectables, Body treatments and Skin Treatments. We offer the highest quality treatments at the most affordable prices. Using the medical-grade technology and facial analysis techniques, our team of Doctors and Therapists create a tailored treatment program for each and every client.

**Primary Objective of the Role**

This role is responsible for day-to-day operations as directed by the Clinic Director or Aesthetic Clinic Manager or Aesthetic Assistant Clinic Manager. This role operates in a fast-paced clinic environment and drives our customer service standards.

Success in this role will be measured by:

- Maintaining exceptional clinic standards at all times
- Customer satisfaction (measured by the Net Promoter Score ‘NPS’)
- Timely submission of reports and clinic money submission
- Timely and accurate payroll and movement report submission to Payroll Team
- Efficient and productive clinic appointment management
- Team skills current and up to date and tracked to business requirements
- Clinic revenue meets budget

**Responsibilities Key Duties**

**Accounts**
- Maintain full sets of accounts (AP, AR, and GL) for Laser Clinics Singapore at Prive
- Prepare monthly and yearly financial reports (i.e. Profit & Loss Statement and Balance Sheet)
- Prepare monthly and yearly journal adjustments and Fixed Assets register
- Matching of Sales/Purchases invoices with Delivery Orders and Purchase Orders
- Handles inter-company billings
- Assist in preparing annual budgets
- Bank reconciliation and Cash flow statement
- Multi-currency transactions, banking transactions and liaison with bankers and other external parties
- Handling petty cash float and process monthly staff expenses claims
- Prepare cheques or telegraphic transfers (TT) for payments
- Prepare and e-submit quarterly GST
- Liaise with financing company for new machines/equipment financing
- Prepare audit schedules and assist the Auditor/Company Secretary on financial information for audit and tax matters
- Other ad hoc and administrative duties (e.g. attend to phone calls, filing, managing mails and courier documents, daily sales records)
- Work with high accuracy and low error rates
- Work within deadlines
- Manage the clinic money and clinic expense
- Ensure CASH are deposit to bank account on a daily basis
- Liaise with Aesthetic Clinic Manager or Aesthetic Assistant Clinic Manager and/or
- Aesthetic Clinic Director on all Banking needs

**Administrative**
- Able to use all systems and generate sales reports when needed
- Prepare daily, weekly, and monthly reports (sales, payroll, inventory and other related reports)
- Support Aesthetic Clinic Director, and Aesthetic Clinic Manager or Aesthetic Assistant Clinic Manager on any administrative matters
- Prepare documentation for authority and ensure all licenses are valid

**Facilities**
- Schedule and manage vendors for the servicing of equipment

**Inventory Management**
- Replenish, retrieve, and monitor stock levels,
- Prepare and submit monthly stock balances and usage reports on expiring and expired stocks
- Conduct joint stock take with Aesthetic Clinic Manager or Aesthetic Assistant Clinic Manager monthly to ensure healthy inventory levels
- Arrange and conduct joint stock take with auditor at year end

**People**
- Process monthly payroll, commissions, employee claims and other payroll related matters
- Prepare monthly movement report (including new and resigned employee) and submit to payroll team
- Liaise with payroll team on payroll matters as and when required
- Oversee and provide support on Leave and Time-bank (overtime) Management
- Support Aesthetic Clinic Manager or Aesthetic Assistant Clinic Manager with HR responsibilities
- Ass