Operations Assistant

Role Description

The Operations Assistant is to assist all aspects of daily store operation remotely. Duties include:

• Front desk reception duties
• Supplies ordering
• Inventory management
• Membership management
• Customer service inquiries

Appearing in front of the camera is not required in this role. Specific duties include:

• Answering incoming phone calls and voice mails
• Responding to customers’ requests
• Assisting in time clock and daily check out sales reports
• Researching billing issues
• Assisting guests with questions regarding services and products
• Charging for services performed
• Emailing timely replies
• Reviewing purchase details for proper charges and refunds
• Supplies ordering and inventory management

Duties and Responsibilities (Perform remotely):

• Assist in day-to-day operation of the store remotely
• Review flow of appointments, proper breaks, and time off
• Assist in scheduling tasks
• Accurately book, change, and cancel appointments
• Ability to explain clearly detailed descriptions of treatments, memberships, packages, services, facility features, and hours of operation
• Answer the phone within three rings and use the guest’s name twice throughout the phone conversation
• Inventory management, ensuring store and retail supplies are fully stocked and reviewing inventory reports
• Handle guests’ questions and concerns professionally and courteously through email or phone call
• Assist in all areas of wellness sanctuary operation as requested by management
• Review daily close out and time clock reports
• Properly track time off schedules and assist in efficiencies of practitioner and front desk schedules
• Assist insurance billing process and be the primary point of contact for superbills
• Manage store inventory and supplies; keep all store records and inventory organized
• Special projects as assigned; duties can change from time to time due to store needs

Qualifications

• Bachelor’s degree preferred
• Spa/Fitness/Wellness experience preferred
• Proficiency in booking system, Mindbody tool preferred
• Strong sense of ownership and professionalism
• Responsible and trustworthy
• Willingness to work one day on the weekend and holidays

Requirements

• Equal employment opportunities without regard to race, color, religion, national origin, age, ancestry, disability, marital or family status, medical condition, AIDS or AIDS related condition, sex or sexual orientation, gender identity or expression, veteran status, genetic information or any other consideration made unlawful by federal, state, or local laws