Studio Coordinator, part time - Charlotte Atherton

OVME•Charlotte, NC

10d

About The Position

We are seeking a part-time Studio Coordinator to join the studio team. As the first point of contact for clients, the Studio Coordinator delivers exceptional service and helps ensure a positive client experience through professional communication, organization, and multitasking. The role supports front desk operations, appointment coordination, client records and forms, payments, communication, inventory, and coordination with clinical, administrative, and management staff. The preferred schedule is Monday and Wednesday, plus rotational Saturdays.

Requirements

Exceptional written and verbal communication skills.
Ability to thrive in a fast-paced, customer-service-oriented, collaborative team environment.
Ability to function independently with minimal supervision.
Ability to work independently, as part of a team, and with remote employees.
Team-player mentality.
Strong sense of ownership and urgency.
Extremely detail-oriented.
Self-starter with a passion for learning.
Strong organizational skills and ability to multitask in a fast-paced environment.

Nice To Haves

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

Responsibilities

Create an unrivaled customer experience for all clients.
Welcome and greet clients warmly and professionally.
Address client inquiries, schedule appointments, and resolve concerns or issues promptly and efficiently.
Manage and coordinate the appointment booking system, ensuring accurate scheduling and effective use of studio resources.
Collect client information, update medical history forms, and maintain accurate and confidential client records.
Help clients complete required forms and consent documents, explain their purpose, and ensure client understanding.
Answer phone calls, respond to emails, and handle general inquiries about services, pricing, and operational policies.
Maintain clean and organized front desk, reception, waiting room, and product display areas.
Process client payments, verify insurance information when applicable, and provide receipts or invoices as required.
Coordinate with clinical and administrative staff to support smooth workflow and efficient client care.
Collaborate with management to implement and maintain office policies and procedures for efficient front desk operations.
Manage office and administrative supply inventory and place orders as needed.
Stay knowledgeable about services, treatments, and promotions to provide accurate information to clients.
Handle confidential and sensitive client information discreetly and adhere to privacy regulations.
Assist with marketing efforts, including distributing promotional materials and gathering client testimonials.
Perform additional administrative tasks as assigned by the management team.