Studio Coordinator - Part Time, Darien CT

OVME Aesthetics; Darien (CT); On-site; USD 40,000 - 56,000; Full time

Benefits offered by this job

Employee Assistance Program (EAP)

Employee Service Allowance

Retail discount

Job summary

OVME Aesthetics in Darien, CT seeks a Studio Coordinator to be the first point of contact for clients and to ensure a seamless, high-quality experience. You will handle scheduling, front desk duties, and coordination with clinical staff to maintain efficient client care.

The role requires excellent communication, strong organizational skills, and comfort working in a fast-paced aesthetic studio. Notable responsibilities include patient intake, payments, and promotional activities, with Saturdays

Qualifications

• Excellent written and verbal communication.
• Experience with medical CRM/Zenoti is a plus.
• Ability to multitask in a fast-paced, customer-service environment.

Responsibilities

• Create an unrivaled customer experience for all clients.
• Welcome clients and establish a warm, professional first impression.
• Assist clients with inquiries, scheduling appointments, and concerns.
• Manage appointment bookings and optimize studio resources.
• Collect client information and maintain confidential medical history forms.
• Assist with forms and consent documents and explain purpose.
• Answer calls and emails regarding services, pricing, and policies.
• Maintain a clean, organized front desk and product displays.
• Process payments and receipts; verify insurance when applicable.
• Coordinate with clinical and administrative staff for smooth workflow.
• Help implement office policies and procedures for efficient operations.
• Manage inventory of office supplies and place orders as needed.
• Stay informed about services, treatments, and promotions.

Skills

Communication

Customer service

Social media management

Independent work

Team player

Organizational skills

Multitasking

Attention to detail

Ownership & urgency

Front desk operations

Education

Bachelor’s degree or equivalent experience

Tools

Zenoti (Medical CRM)

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:

Darien, CT

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.
• Be able to work rotational Saturdays

Education and Experience

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

Benefits

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