Studio Coordinator

OVME, LLC; Bryn Mawr (CA); On-site; USD 25,000 - 39,000; Part time

Benefits offered by this job

Employee Service Allowance

50% Employee Retail Discount

Friends and Family Discount

Team Member Referral Bonus

Wellhub Membership

EAP Resources

Job summary

OVME, LLC in Bryn Mawr, PA is seeking a Studio Coordinator to join our studio team as the first point of contact for clients, delivering exceptional service and a positive experience. You will need a professional demeanor, strong communication, and multitasking abilities to support daily operations.

Responsibilities include greeting clients, handling inquiries, scheduling appointments, managing the booking system, collecting client information, processing payments, and coordinating with clinical

Qualifications

• Bachelor’s degree or comparable industry experience preferred.
• Experience with medical spa or clinic CRM systems is a plus.
• Strong communication, organizational, and multitasking abilities.

Responsibilities

• Create an unrivaled customer experience for all clients.
• Welcome clients with a warm, professional demeanor and first impression.
• Address inquiries, schedule appointments, and resolve issues promptly.
• Manage the appointment booking system for accurate scheduling.
• Collect client information and maintain confidential records.
• Assist with forms and consent documents and explain purposes.
• Answer calls and emails regarding services, pricing, and policies.
• Maintain a clean, organized front desk and reception area.
• Process payments and verify insurance information when applicable.
• Coordinate with clinical and admin staff to ensure smooth workflow.
• Implement and uphold office policies and procedures.
• Manage office supplies inventory and place orders as needed.
• Stay informed about services, treatments, and promotions.
• Handle sensitive client information with discretion and privacy compliance.
• Support marketing efforts and collect client testimonials.
• Perform other tasks as assigned.

Skills

Communication

Customer service

Team collaboration

Independence

Remote work capability

Ownership & urgency

Detail orientation

Organizational skills

Multitasking

Education

Bachelor’s degree or comparable industry experience preferred

Tools

Zenoti (Medical 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