Studio Coordinator

OVME; Bryn Mawr (PA); On-site; USD 21,000 - 30,000; Part 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 in Bryn Mawr, PA is seeking a part-time Studio Coordinator to be the first point of contact for clients and manage front desk operations. You will handle inquiries, appointments, records, payments, and coordination with clinical staff to ensure a smooth client experience.

You will contribute to a welcoming environment, maintain service quality, and support marketing efforts while adapting to a fast-paced studio setting. This role emphasizes customer service and organizational excellence.

Qualifications

• Bachelor’s degree or comparable industry experience preferred.
• Experience with Medical CRM/Zenoti is a plus.
• Availability to work Tue, Thu, Fri and rotate Thu/Fri/Saturday.
• Excellent communication and customer-service orientation.

Responsibilities

• Create an unrivaled customer experience for all clients.
• Greet clients warmly and professionally to make a strong first impression.
• Address inquiries, schedule appointments, and resolve issues promptly.
• Manage appointment bookings and optimize studio resources.
• Collect client information and keep records confidential.
• Assist with forms, consent documents, and patient education.
• Handle calls, emails, and general service inquiries about services and policies.
• Maintain a clean front desk, waiting area, and product displays.
• Process payments and verify insurance information when applicable.
• Coordinate with clinical and admin staff for smooth workflow.
• Support management in enforcing office policies and procedures.
• Monitor inventory of office supplies and place orders as needed.
• Stay informed about services, treatments, and promotions.
• Protect client privacy and handle sensitive information discreetly.
• Assist with marketing efforts, such as distributing promos and collecting testimonials.
• Perform additional admin tasks as assigned.

Skills

Communication

Social media

Independence

Team player

Detail oriented

Multitask

Ownership

Customer service

Education

Bachelor’s degree (preferred)

Tools

Zenoti CRM

Job description

Studio Coordinator

Department: Studio Team

Employment Type: Part Time

Location: Bryn Mawr, PA

Reporting To: Studio Manager

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.

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