About the RoleHeard City is seeking a proactive and detail-oriented Client Services Coordinator to support the day-to-day flow of sessions and ensure a seamless client experience behind the scenes. This role is responsible for managing in-studio hospitality, coordinating food service, supporting production needs, and keeping operations running efficiently throughout the day.
What You’ll DoClient Experience & Studio Support
- Check in with studios regularly to monitor client and team needs
- Refresh beverages and maintain a high level of attentiveness, especially during peak times
- Support overall client experience within studio spaces
Lunch & Food Service Coordination
- Coordinate daily lunch service for sessions
- Assist with menu selection and place orders through delivery platforms
- Track orders, confirmations, and timing via shared systems
- Ensure accuracy by including individual names and session details
- Monitor shared email for receipts and order updates
Food Delivery, Setup & Cleanup
- Receive and organize all food deliveries
- Prepare and distribute food setups (utensils, napkins, condiments, etc.)
- Deliver meals to studios in a timely manner
- Handle post-meal cleanup
Administrative & Systems Support
- Upload receipts and track expenses within internal systems (e.g., Jobby)
- Maintain accurate records of orders, timing, and session details
- Track timesheets and support daily administrative tasks
- Stay up to date on schedule changes and communicate with production
Production & Session Support
- Review daily session schedules and coordinate with producers, engineers, and assistants
- Monitor session timing and overall flow of the day
- Support production needs such as food orders, transportation, and logistics
- Act as a communication bridge between teams to ensure smooth operations
Social Media Managment
- Manage and maintain the studio’s social media accounts
- Maintain the social media airtable
Errands & External Support (As Needed)
- Handle occasional coffee runs, grocery pickups, and supply runs
- Run local errands to maintain studio operations
What We’re Looking For- Strong organizational skills and attention to detail
- Ability to multitask and stay calm in a fast-paced environment
- Clear communication and team collaboration skills
- Hospitality mindset with a proactive approach to problem-solving
- Experience in studio, production, hospitality, or operations is a plus
