Operations Coordinator

HIRING & TRAINING

  • Assist with WMA recruiting & interviewing prospective candidates.  This includes, but is not limited to, behavioral assessment and skills assessment.

  • Primarily responsible for training and on-boarding new WMA staff members in accordance with established Elements Massage protocols.  This includes training on any and all software needed to perform the WMA job. (Service Path, Operations, MindBody [MB], Intelli-Hub)

  • Coach, mentor and train WMA staff in the areas of studio operations such as transaction processing, booking clients, filling the schedule, facilities management.

  • Responsible for maintaining the WMA schedule and ensuring that the studio is adequately staffed at all times.  

  • In collaboration with WMA Sales & Membership Coordinator, conduct monthly WMA training sessions to build morale, develop employees and drive studio results.

 

DAILY OPERATIONS

  • Work with Studio Management Team (WMA Sales & Membership Coordinator, Lead Therapist, Manager and Owner) to implement and create programs to increase productivity and reach revenue goals on a weekly, monthly and quarterly basis.

  • Create a warm, inviting environment for our staff and our clients and work closely with Lead Therapist to ensure the Elements Service Path is flawlessly executed to create a seamless client experience

  • Oversee all established processes at the front desk and provide suggestions for improvement.

  • Demonstrate competency and proficiency with My Studio, MindBody, Intelli-Hub and any other software tools used in operations.  Oversee WMA staff to ensure accurate data entry and transactional accuracy. Ensure promotion codes and other necessary information is maintained in MBO so team members have tools they need to be successful.

  • Communicate effectively with Studio Management Team and ensure WMA team is kept informed of required information through regular communication.

  • Familiarize self and staff on changes and updates to brand requirements to minimize disruption.

 

STUDIO UPKEEP

  • Monitor studio supply inventory including accurate tracking of face cradles, hot pack covers, linens and robes.

  • Notify manager of equipment needing repair or replacement.  

  • Responsible for maintaining the cleanliness and appearance of the studio.

  • Ensure planters are kept in good condition and any plants are watered and maintained.

 

OTHER DUTIES

  • Develop and encourage positive morale at the front desk and studio through maintaining an upbeat attitude at all times; responding timely to team members through coaching, training, positive reinforcement and developing tools the team needs to be successful.

  • Support manager by fully completing job responsibilities to create seamless operations and drive studio success.

  • WMA Operations Coordinator is expected to be flexible with his/her schedule, be available when needed and help with anything that might benefit the studio.

  • WMA Operations Coordinator must ensure studio is always staffed and will be responsible for filling in for call outs if a replacement can not be found.

  • Responsible for preparing WMA payroll data semi-monthly:  ensuring accurate time clocking and tracking of PTO/time off, checking out of all appointments, tracking of late cancel and no call/no show appointments.

  • Required to work at least one night and one weekend shift each week.  Flexibility in schedule is required as we need a management team member present during all hours of studio operation.

  • Assist with daily, weekly and monthly reporting needed by accountant.

  • Represent Elements Massage at external events as requested.

  • Other duties as assigned.