Studio Operations Coordinator

S

SkinQ

Studio Operations Coordinator

Chicago, IL
Full Time
Paid
  • Responsibilities

    Job Summary:

    The Studio Operations Coordinator plays a critical role in supporting the daily operational needs of SkinQ's studio locations. This position helps ensure that administrative systems, inventory logistics, and internal operational workflows run smoothly so that the esthetics team can focus on delivering exceptional client experiences.

    While the role includes some client-facing responsibilities, the primary focus is operational support. The Studio Operations Coordinator serves as a key internal resource for the management team, handling a wide range of operational tasks, logistics, and administrative responsibilities across multiple studio locations.

    This role requires someone who is highly organized, detail-oriented, and capable of managing multiple priorities with accuracy and independence. The ideal candidate is proactive, resourceful, and comfortable taking ownership of tasks with minimal supervision.

    This position is based at the Andersonville studio but supports all SkinQ locations. Occasional travel between studio locations is required to support inventory distribution and operational logistics.

    This position is classified as non-exempt in accordance with applicable wage and hour laws.

    Duties/Responsibilities:

    Studio Operations & Administrative Support

    (Primary Responsibilities – approximately 75% of the role)

    These responsibilities support operational efficiency across all SkinQ locations.

    Inventory & Supply Coordination:

    • Create and fulfill weekly restock orders for all studio locations.
    • Monitor inventory levels and maintain accurate product counts.
    • Participate in inventory cycle counts and inventory reconciliation.
    • Place purchase orders based on established par levels.
    • Receive incoming shipments and verify contents against purchase orders.
    • Record and communicate discrepancies or damaged items.

    Order Fulfillment & Logistics:

    • Fulfill e-commerce orders and prepare shipments.
    • Coordinate product transfers between studio locations when necessary.
    • Process and document product returns or exchanges.

    Inventory Delivery & Studio Logistics:

    • Deliver weekly restock orders and supplies to SkinQ studio locations.
    • Transport products, supplies, and equipment between studios when needed.
    • Assist with occasional operational errands or logistics tasks as assigned.

    Operational Support for Management:

    • Assist the owner and general manager with operational and administrative tasks as assigned.
    • Execute operational projects and logistical tasks delegated by leadership.
    • Maintain digital filing systems and internal documentation.
    • Assist with preparing reports, spreadsheets, and operational documents.
    • Manage internal operational requests and follow through to completion.

    Facilities & Mail Management:

    • Receive, sort, and distribute incoming packages and mail.
    • Organize and maintain back-of-house storage areas.
    • Monitor supply levels for studio operations and office needs.

    Client Support & Studio Responsibilities

    (Secondary Responsibilities – approximately 25% of the role)

    These responsibilities support the studio environment and client experience when needed.

    Client Communication:

    • Answer incoming phone calls and respond to client inquiries.
    • Assist clients with scheduling, rescheduling, and general service questions.
    • Troubleshoot payment issues including refunds, voids, or gift card problems.

    Appointment Coordination:

    • Assist with managing appointment books in Booker.
    • Help optimize scheduling availability when needed.
    • Coordinate appointment changes or cancellations.

    Studio Opening & Reset:

    • Assist with opening duties including preparing treatment rooms and organizing retail displays.
    • Ensure the studio environment remains clean, organized, and client-ready.
    • Assist with occasional closing or reset tasks as needed.

    Required Skills/Abilities:

    • Exceptional attention to detail and accuracy.
    • Strong organizational and time-management skills.
    • Ability to manage multiple tasks simultaneously while maintaining accuracy.
    • Strong written and verbal communication skills.
    • Friendly and professional demeanor with strong customer service abilities.
    • Ability to follow detailed instructions and complete tasks thoroughly.
    • High level of personal accountability and reliability.
    • Comfortable working independently and taking initiative.
    • Proficiency with digital tools and booking platforms (Booker experience a plus).

    Education and Experience:

    • High school diploma or equivalent required.
    • Previous experience in administrative support, operations, or office coordination preferred.
    • Experience in a spa, salon, wellness, or retail environment is a plus.

    Transportation Requirement:

    • Reliable personal vehicle required.
    • Ability to travel between SkinQ studio locations as needed.
    • Valid driver's license required.

    Mileage reimbursement will be provided for approved work-related travel between studio locations.

    Physical Requirements:

    The essential physical functions of this position must be performed with or without reasonable accommodation, including but not limited to:

    • Ability to remain in a stationary position (standing or sitting) for extended periods.
    • Ability to occasionally move boxes or supplies weighing up to 15 pounds.
    • Ability to bend, reach, and handle items in a studio environment.
    • This position operates in a professional spa environment and may require occasional exposure to cleaning agents or treatment-related products.
    • Reasonable accommodations may be made in accordance with the Americans with Disabilities Act (ADA).