Studio Coordinator

OVME Aesthetics; Houston (TX); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

15 Days Paid Time Off

Medical, Dental, and Vision coverage

401k Employer Match

Employee Service Allowance

Team member referral bonus

Discounts

Job summary

OVME Aesthetics in Houston, TX is seeking a Studio Coordinator to be the first point of contact for clients and to manage front-desk operations. You will greet clients, coordinate appointments, handle inquiries, and support both clinical and administrative teams to ensure a smooth client experience.

The role requires exceptional communication, organizational skills, and the ability to multitask in a fast-paced environment.

Qualifications

• Bachelor’s degree or comparable industry experience.
• Experience with Medical CRM/Zenoti is a plus.
• Strong communication and customer-service mindset.

Responsibilities

• Create an unrivaled customer experience for all clients.
• Greet clients warmly and provide a professional first impression.
• Schedule appointments and respond promptly to inquiries.
• Manage the appointment booking system and optimize resources.
• Collect client information and maintain confidential medical histories.
• Assist with forms and consent documents and explain purposes.
• Answer calls, emails, and inquiries regarding services and policies.
• Maintain a clean front desk, reception area, and displays.
• Process payments and verify insurance information if applicable.
• Collaborate with clinical and administrative staff for smooth workflow.
• Support marketing efforts and distribute promotional materials.
• Handle additional administrative tasks as needed.

Skills

Communication skills

Social media management

Independent worker

Team collaboration

Detail oriented

Organizational skills

Multitasking

Proactive / self-starter

Education

Bachelor’s degree

Tools

Zenoti

Job description

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: Houston, TX

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.

Benefits

• 15 Days Paid Time Off
• 13 Paid Holidays
• Medical, Dental, and Vision coverage
• Short and Long Term Disability, AD&D, and Life Insurance 100% company-paid
• 401k Employee Contribution
• 401k Employer Match
• Employee Assistance Program (EAP) Resources
• Employee Service Allowance
• 50% Employee Retail Discount
• Friends and Family Discount
• Team Member Referral Bonus
• Wellhub Membership