Studio Coordinator, Full - Time : Bethesda

OVME Aesthetics; Bethesda (MD); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

15 Days PTO

12 Paid Holidays

Medical, Dental, and Vision coverage

Short- and Long-Term Disability, AD&D,

Life Insurance 100% company-paid

401k Employee Contribution

401k Employer Match

Employee Assistance Program (EAP)

Employee Service Allowance

50% Employee Retail Discount

Friends and Family Discount

Team Member Referral Bonus

Job summary

OVME Aesthetics is seeking a Studio Coordinator in Bethesda to lead front desk operations and ensure exceptional client experiences. You will greet clients, manage appointments, handle inquiries, and maintain accurate records while supporting marketing efforts and office policies.

The role requires strong communication, organizational skills, and the ability to multitask in a fast-paced studio environment. Availability Monday–Saturday is expected.

Qualifications

• Bachelor’s degree or comparable industry experience preferred.
• Experience with Medical CRM/Zenoti is a plus.
• Availability Monday-Saturday, 2-3 nights per week.

Responsibilities

• Create an unrivaled customer experience for all clients.
• Greet clients warmly and establish a positive first impression.
• Provide outstanding service by handling inquiries, scheduling, and issues promptly.
• Manage appointment booking system and optimize studio resources.
• Collect client information and maintain confidential records.
• Assist clients with forms and consent documentation.
• Answer calls, respond to emails, and handle service inquiries.
• Maintain a clean front desk, reception, waiting area, and product displays.
• Process payments, verify insurance if applicable, and issue receipts.
• Coordinate with clinical and administrative staff for workflows.
• Support policies and procedures for efficient operations.
• Manage office and admin supplies inventory and restock as needed.
• Stay informed about services, treatments, and promotions.
• Handle confidential information with discretion and privacy compliance.
• Contribute to marketing efforts and collect client testimonials.
• Perform additional administrative tasks as assigned.

Skills

Communication

Customer service

Social media

Independent work

Team collaboration

Ownership

Detail-oriented

Self-starter

Organizational skills

Multitasking

Education

Bachelor’s degree or comparable industry experience

CRM/Zenoti experience (plus)

Tools

Zenoti

Job description

DescriptionWe 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: Bethesda, MD

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.
• Must be available Monday-Saturday 2-3 nights per week

Benefits

• 15 Days Paid Time Off
• 12 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