Studio Coordinator

2 months ago

Fairfax, United States OVME Full time
Job DescriptionJob DescriptionDescriptionWe 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.

Benefits
  • 15 Days Paid Time Off
  • 10 Paid Holidays
  • Medical, Dental, Vision 45/55 percent Employee/Employer Split- Primary
  • Medical, Dental, Vision 70/30 percent Employee/ Employer Split-Dependents
  • Short and Long Term Disability, AD&D, and Life Insurance 100% company-paid
  • 401k Employee Contribution 
  • 401k Employer Match- Coming later this year, 2024
  • Employee Assistance Program (EAP) Resources
  • Overalls LifeConcierge™
  • Employee Service Allowance
  • 50% Employee Retail Discount
  • Friends and Family Discount
  • Team Member Referral Bonus

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