Front Desk Support Specialist

Position Summary

We are seeking a friendly, organized, and dependable Front Desk Support Specialist to be the first point of contact for our cash-based physical therapy and Pilates studio. This individual plays a vital role in creating an exceptional client experience by providing outstanding customer service, managing daily administrative tasks, and supporting both our physical therapy and fitness operations.

The ideal candidate is professional, detail-oriented, enjoys working with people, and thrives in a fast-paced, wellness-focused environment.

Responsibilities

Client Experience

• Greet every client warmly and professionally.

• Create a welcoming, positive atmosphere from check-in to check-out.

• Answer incoming phone calls promptly and professionally.

• Respond to emails, text messages, and client inquiries in a timely manner.

• Assist new clients with registration forms and studio policies.

Scheduling

• Schedule, confirm, and modify appointments for physical therapy and Pilates services.

• Manage private sessions, group classes, workshops, and instructor schedules.

• Maintain an organized daily schedule while minimizing gaps and maximizing efficiency.

• Contact clients regarding appointment reminders, waitlists, and schedule changes.

Payments & Sales

• Collect payments for services, memberships, packages, and retail products.

• Process transactions accurately through the practice management software.

• Balance the cash drawer and reconcile daily transactions when applicable.

• Educate clients about packages, memberships, promotions, and studio offerings.

• Assist with gift card sales and promotional campaigns.

Administrative Duties

• Maintain accurate client records while protecting confidentiality.

• Keep the front desk and reception area clean, organized, and inviting.

• Stock office and studio supplies.

• Assist with filing, scanning, and general office organization.

• Support instructors and therapists with administrative needs.

Studio Operations

• Help maintain a clean, professional studio environment.

• Prepare treatment rooms and Pilates equipment as needed.

• Organize and stock linens throughout the day.

• Keep all studio areas — treatment rooms, Pilates studio, common areas, and bathrooms — clean and organized, including emptying trash as needed.

• Monitor studio readiness throughout the day.

• Assist with workshops, community events, and special promotions.

Qualifications

• Excellent customer service and communication skills.

• Strong organizational and multitasking abilities.

• Professional appearance and positive attitude.

• Dependable, punctual, and self-motivated.

• Comfortable using computers, scheduling software, and Microsoft Office or Google Workspace.

• Ability to maintain confidentiality and discretion.

• Previous front desk, medical office, fitness studio, or hospitality experience preferred.

• Experience with Mindbody or similar scheduling software is a plus.

Desired Qualities

• Friendly and approachable

• Detail-oriented

• Team player

• Problem solver

• Strong work ethic

• Adaptable and flexible

• Able to remain calm under pressure

• Passionate about health, wellness, and helping others

Perks

• Employees who commit to 10 hours per week receive 30% off all manual therapy sessions and free access to group Pilates classes.

Expectations

• Arrive on time and prepared for each shift.

• Maintain a professional demeanor with clients and coworkers at all times.

• Demonstrate reliability and accountability.

• Take initiative and anticipate the needs of the practice.

• Represent the practice's values and mission with integrity and enthusiasm.