Studio Coordinator, Full - Time : Bethesda

OVME•Bethesda, MD

About The Position

We are seeking a Studio Coordinator to join the studio team. As the first point of contact for clients, the Studio Coordinator delivers exceptional client service and helps ensure a positive experience through professionalism, communication, organization, and multitasking. The role supports front desk operations, appointment coordination, client records and forms, payments, studio organization, and coordination with clinical, administrative, and management staff. The position requires availability Monday through Saturday, including two to three nights per week.

Requirements

Exceptional written and verbal communication skills.
Ability to thrive in a fast-paced, customer-service-oriented, collaborative team environment.
Ability to work independently with minimal supervision and collaboratively with teams, including 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.
Availability Monday through Saturday, including two to three nights per week.

Nice To Haves

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

Responsibilities

Create an exceptional customer experience for all clients.
Welcome and greet clients warmly and professionally.
Address client inquiries, schedule appointments, and promptly resolve concerns or issues.
Manage the appointment booking system, ensure accurate scheduling, and optimize studio resources.
Collect client information, update medical history forms, and maintain accurate and confidential client records.
Help clients complete forms and consent documents, explain their purpose, and ensure clients understand them.
Answer phone calls, respond to emails, and handle general inquiries about services, pricing, and operational policies.
Keep the front desk, reception area, waiting room, and product display areas clean and organized.
Process client payments, verify insurance information when applicable, and provide receipts or invoices as needed.
Coordinate with clinical and administrative staff to support smooth workflows and efficient client care.
Work with the management team 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 informed about services, treatments, and promotions to provide accurate information to clients.
Handle 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.