Studio Coordinator

OVME Aesthetics; Bryn Mawr (PA); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

EAP Resources

Employee Service Allowance

50% Employee Retail Discount

Friends and Family Discount

Team Member Referral Bonus

Wellhub Membership

Job summary

OVME Aesthetics in Bryn Mawr, PA seeks a Studio Coordinator to be the first point of contact for clients, delivering exceptional service and a positive experience. You will manage appointments, front desk operations, and client records while collaborating with clinical and admin staff.

The role requires strong communication, multitasking, and organizational skills, with experience in customer service and social media; bachelor’s degree preferred or equivalent industry experience.

Qualifications

• Bachelor’s degree preferred or comparable industry experience.
• Zenoti CRM experience is a plus.

Responsibilities

• Deliver an unrivaled customer experience for all clients.
• Welcome clients warmly and make a positive first impression.
• Handle inquiries, schedule appointments, and resolve concerns promptly.
• Manage appointment booking system and optimize Studio resources.
• Collect client data, update medical history, ensure confidentiality.
• Assist with forms and consent documents, explaining purpose.
• Answer calls, respond to emails, and handle general inquiries.
• Maintain a clean front desk, reception area, waiting room, and displays.
• Process payments, verify insurance if applicable, provide receipts.
• Coordinate with clinical and admin staff for smooth workflow.
• Implement and maintain office policies and procedures.
• Manage office supplies inventory and place orders as needed.
• Stay informed about services, treatments, and promotions.
• Handle confidential information with discretion and privacy compliance.
• Assist with marketing, distribute materials, collect testimonials.
• Perform additional admin tasks as assigned.

Skills

Communication skills

Customer service

Social media management

Independent work

Team collaboration

Ownership

Detail oriented

Multitasking

Organizational skills

Self-starter

Education

Bachelor’s degree

Tools

Zenoti CRM

Medical CRM

Job description

We are seeking a Studio Coordinator to join our studio team. As the first point of contact for our clients, you will play a vital role in delivering exceptional client service and ensuring a positive experience. Your professional demeanor, excellent communication, organizational skills, and ability to multitask will contribute to the overall success.

Department: Studio Team

Location: Bryn Mawr, PA

We are seeking a Studio Coordinator to join our studio team. As the first point of contact for our clients, you will play a vital role in delivering exceptional client service and ensuring a positive experience. Your professional demeanor, excellent communication, organizational skills, and ability to multitask will contribute to the overall success.

Key Responsibilities

• Responsible for creating an unrivaled customer experience for all clients.
• Welcome and greet clients in a warm and friendly manner, ensuring a positive and professional first impression.
• Provide outstanding customer service by addressing client inquiries, scheduling appointments, and addressing any concerns or issues promptly and efficiently.
• Manage and coordinate the appointment booking system, ensuring accurate scheduling, and optimizing the use of Studio resources.
• Collect client information, update medical history forms, and ensure accuracy and confidentiality of client records.
• Assist clients with completing necessary forms and consent documents, explaining the purpose, and ensuring their understanding.
• Answer phone calls, respond to emails, and handle general inquiries regarding services, pricing, and operational policies.
• Maintain a clean and organized front desk area, including the reception area, waiting room, and product display areas.
• Process client payments, verify insurance information if applicable, and provide receipts or invoices as required.
• Coordinate with the clinical and administrative staff to ensure smooth workflow and efficient client care.
• Collaborate with the management team to implement and maintain office policies and procedures for efficient front desk operations.
• Manage inventory of office and administrative supplies, placing orders as needed to ensure adequate stock levels.
• Stay knowledgeable about services, treatments, and promotions to provide accurate and up-to-date information to clients.
• Handle confidential and sensitive client information with discretion and maintain strict adherence to privacy regulations.
• Assist with marketing efforts, such as distributing promotional materials and gathering client testimonials.
• Perform additional administrative tasks as assigned by the management team.

Skills, Knowledge, & Expertise

• Exceptional written and verbal communication skills.
• Ability to thrive in a fast-paced, customer-service-oriented collaborative team environment.
• Social media management experience.
• Ability to function independently with minimal supervision.
• Ability to work well independently, in a team environment, and with remote employees.
• Team player mentality.
• Strong sense of ownership and urgency.
• Extremely detail oriented.
• Self-starter and passion for learning.
• Strong organizational skills and ability to multi-task in a fast-paced environment.

Education and Experience

• Bachelor’s degree or comparable industry experience preferred.
• Medical CRM/Zenoti experience is a plus.
• Ideally looking for someone who can work T, Th, Friday and rotate Th, Fri and Saturday

Benefits

• Employee Assistance Program (EAP) Resources
• Employee Service Allowance
• 50% Employee Retail Discount
• Friends and Family Discount
• Team Member Referral Bonus
• Wellhub Membership