Role Overview
We are seeking a proactive, detail-oriented, and compassionate Studio Operations & Client Concierge to support our flow-style PT experience. Flow is a Bay Area–based boutique-style, one-on-one physical therapy and wellness practice. You’ll be responsible for orchestrating the seamless in-person and online client experience—from warm greetings, payments, scheduling, and exercise program delivery, to environment maintenance, scheduling coordination, and resources management.
Key Responsibilities
1. Client Experience & Concierge
- Welcome clients with warmth and professionalism, guide them with parking/permit info, and orient them to the studio space.
- Collect in-person payments and deliver accurate, timely receipts via QuickBooks. Occasionally submit insurance claims for patients using Office Ally.
- Capture individual communication preferences (email/text) and note for reminders and follow-ups.
- Facilitate session flow using a two-timer system and gentle end-of-session cues.
- Help maintain the personal, boutique feel by nurturing rapport with clients (including PAs or healthcare partners).
- Schedule clients in person, over call/text, and on email. Occasionally schedule Zoom sessions.
2. Home Exercise Programs & Resource Management
- Build and deliver customized home programs during sessions (in MedBridge or similar), with photos, instructions, and resource links.
- Maintain an organized and accessible library of flow-approved resources (articles, videos, product links), aligned with Flow’s modalities.
- Ensure program printouts and digital files are filed correctly in client records.
3. Studio Upkeep & Operations
- Open and close studio (arrive 15–20 min early), ensure space is clean, organized, and stocked (supplies, massage tools, mats, laundry).
- Laundry, room turnovers, yoga mat cleaning, massage table prep—all to Flow’s boutique aesthetic standard.
- Be the point of contact for landlord issues; escalate as needed.
4. Subletter & Team Coordination
- Manage logistics for our subletter providers (CMTs and others): room scheduling, rent collection, supplies, addressing concerns.
- Act as the communication hub between subletters and Jennifer.
5. Administrative Flow
- Handle scheduling: confirm appointments, outreach to clients who haven’t been seen in a while, waitlist outreach.
- Proactively schedule when clients are present to increase compliance and reduce back-and-forth.
- Send tailored check-ins (e.g. “We haven’t seen you in a bit—hope you’re doing well; would you like to schedule?”).
6. Embody Flow’s Spirit
- Uphold Flow’s values of personalized, warm, holistic care. Encourage movement and wellness across modalities.
- Be flexible and responsive to “random stuff”—greet dog visits, stall during sensitive moments, handle client quirks with grace.
Who We’re Looking For:
- Naturally warm, highly organized, and calm under pressure.
- Detail-oriented, energetic, and able to multi-task delightfully.
- Tech-Savvy (Required): Must be fast, efficient, and highly comfortable using multiple computer programs at once. Systems include Google Workspace (Chrome, Drive, Gmail), Zoom, MedBridge (or similar), QuickBooks, and Jane Scheduling. This skill is essential—please apply only if you are confident and proficient with technology.
- Capable of lifting laundry/supplies and maintaining a high level of cleanliness/aesthetic.
- Discrete and professional—understands client privacy and boutique-level service.
- Bonus: basic familiarity with anatomy, movement, Pilates, yoga, or PT terminology.
Schedule:
- Approximately 28–32 hours per week (¾ time)
- Mondays through Thursdays
- Typical hours: 8:30 AM – 5:30 PM (varies by daily schedule)
Compensation:
- $25–$28 per hour
Benefits:
- Major holidays off
- Vacation accrual
- Sick pay accrual
- Health insurance stipend
To apply: Send a thoughtful cover note + resume.