Treatment Scheduling Optimization Specialist

Position Overview Body Wellness Massage LLC is seeking a Treatment Scheduling Optimization Specialist to coordinate massage appointments, maintain efficient provider schedules, and help create a smooth booking experience for clients. This role focuses on optimizing appointment availability, managing cancellations and rescheduling requests, coordinating therapist schedules and treatment-room availability, and maintaining accurate scheduling records. The ideal candidate is organized, service-oriented, detail-focused, and comfortable managing a busy appointment calendar while balancing client needs with daily business operations. Key Responsibilities Treatment Scheduling & Calendar Management Schedule, confirm, reschedule, and cancel massage appointments using the company’s booking system. Coordinate appointment availability based on therapist schedules, treatment durations, room availability, and service requirements. Maintain accurate calendars and help minimize scheduling conflicts, gaps, and unnecessary downtime. Monitor booking demand and assist with managing peak appointment periods. Maintain waitlists and contact clients when appointment openings become available. Schedule Optimization Review daily and weekly schedules to identify opportunities to improve appointment utilization. Coordinate last-minute bookings, cancellations, and schedule changes. Help distribute appointments appropriately across available therapists and treatment rooms. Track recurring scheduling issues and recommend practical workflow improvements. Support consistent scheduling procedures to reduce missed appointments and administrative errors. Client Communication & Experience Respond to client inquiries about appointment availability, booking policies, service durations, and scheduling options. Send appointment confirmations, reminders, and follow-up communications through approved channels. Communicate schedule changes promptly and professionally. Assist clients with finding suitable appointment times based on availability and stated preferences. Handle routine booking concerns and elevate complaints or exceptions to the appropriate manager. Therapist & Treatment-Room Coordination Communicate appointment updates and schedule changes to massage therapists and relevant staff. Coordinate treatment-room availability and scheduling requirements. Help ensure appointment calendars reflect provider availability and approved service offerings. Notify appropriate team members of scheduling gaps, overlapping bookings, or resource conflicts. Support smooth transitions between appointments according to established scheduling procedures. Records & Administrative Support Maintain accurate client booking information and appointment notes in the scheduling system. Track cancellations, rescheduling activity, no-shows, and other scheduling metrics. Follow established procedures for deposits, booking policies, and appointment-related account notes. Protect confidential client information and follow applicable privacy policies. Prepare routine scheduling reports for management. Process Improvement & Reporting Monitor appointment utilization, booking patterns, cancellations, and schedule gaps. Identify opportunities to improve booking efficiency and client access. Assist with updating scheduling procedures, reminder templates, and internal guidelines. Recommend ways to improve communication, reduce administrative work, and support client retention. Qualifications Required High school diploma or equivalent. 1–2 years of experience in appointment scheduling, customer service, front-desk administration, hospitality, wellness services, or a related field. Strong organizational and time-management skills. Excellent written and verbal communication. Ability to manage multiple appointments, changes, and client requests accurately. Comfortable using scheduling software, email, spreadsheets, and standard office applications. Strong attention to detail and problem-solving abilities. Professional handling of confidential client information. Preferred Experience in a massage therapy clinic, spa, wellness center, salon, or other appointment-based business. Familiarity with online booking systems, client management platforms, or practice-management software. Experience coordinating multiple service providers or treatment rooms. Understanding of appointment confirmation, cancellation, and no-show procedures. Experience tracking booking utilization or preparing scheduling reports. Core Competencies Appointment scheduling and optimization Client service and communication Calendar management Time management and organization Resource coordination Data accuracy and recordkeeping Problem solving Attention to detail Team collaboration Process improvement Confidentiality and professionalism Pay: $25.04 – $30.16 per hour Benefits: 401(k) Flexible schedule Health insurance Paid time off Professional development assistance Work Location: Remote #J-18808-Ljbffr