Studio Coordinator, Part - Time: Fairfax

OVME•Fairfax, VA

About The Position

We are seeking a part-time Studio Coordinator to join the studio team in Fairfax. As the first point of contact for clients, the Studio Coordinator helps deliver exceptional service and a positive client experience through professional communication, organization, and multitasking. The role supports front desk operations, appointment coordination, client records and payments, collaboration with clinical and administrative staff, and other administrative and marketing tasks.

Requirements

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 work independently with minimal supervision and collaborate with teams, including remote employees.
Team-player mentality.
Strong sense of ownership and urgency.
Strong attention to detail.
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 or Zenoti experience is a plus.

Responsibilities

Create an exceptional customer experience for all clients.
Welcome and greet clients in a warm, friendly, and professional manner.
Address client inquiries, schedule appointments, and promptly resolve concerns or issues.
Manage the appointment booking system, maintain accurate scheduling, and optimize studio resources.
Collect client information, update medical history forms, and maintain accurate and confidential client records.
Help clients complete required forms and consent documents and explain their purpose.
Answer phone calls, respond to emails, and handle general questions about services, pricing, and operational policies.
Keep the front desk, reception area, waiting room, and product displays clean and organized.
Process client payments, verify insurance information when applicable, and provide receipts or invoices.
Coordinate with clinical and administrative staff to support smooth workflow and efficient client care.
Work with the management team to implement and maintain office policies and procedures.
Manage office and administrative supply inventory and place orders as needed.
Stay informed about services, treatments, and promotions to provide accurate information to clients.
Handle sensitive client information discreetly and comply with privacy regulations.
Support marketing efforts, including distributing promotional materials and gathering client testimonials.
Perform additional administrative tasks as assigned by the management team.