Front Desk & Studio Operations Coordinator
Job Description
Job Description
Front Desk & Studio Operations Coordinator – Job Description
Studio: 509 Collective Dance Studio
Department: Studio Operations
Reports To: Studio Director / Studio Owners
Employment Classification: Hourly, Non-Exempt
Location: 2023 E 29TH AVE, SPOKANE, WA 99203
Effective Date: January 2, 2026
Position Summary
Front Desk Staff are responsible for supporting the daily operations of the studio by serving as the primary point of contact for students, families, instructors, and visitors. This role includes customer service, administrative support, basic bookkeeping and financial recordkeeping, facility oversight, and consistent communication with studio leadership. Front Desk Staff ensure accurate records, financial accountability, and a welcoming, professional studio environment.
Essential Duties and Responsibilities
Customer Service & Communication
- Greet all students, families, instructors, and visitors in a friendly and professional manner.
- Answer phone calls and in-person inquiries using approved studio communication standards.
- Take complete and accurate messages, including caller name, reason for call, contact information, and time received.
- Relay messages to appropriate staff members promptly using approved communication channels.
- Document relevant communications in the studio management system.
- Maintain confidentiality when handling sensitive student, family, or staff information.
Student Check-In & Attendance Management
- Oversee daily student check-in using the studio’s designated system and procedures.
- Troubleshoot check-in issues related to enrollment, attendance, or account status.
- Manually check students in when necessary following approved procedures.
- Accurately record absences and communicate absence procedures to families.
- Identify patterns of excessive absences and escalate concerns to studio leadership.
Registrations, Trials, & Drop-Ins
- Complete new and returning student registrations accurately in the studio management system.
- Verify student placement, contact information, emergency contacts, and payment setup.
- Manage trial class enrollments, including instructor notification, family orientation, and follow-up.
- Process drop-in enrollments and associated fees following studio procedures.
- Ensure instructors are informed of new, trial, or drop-in students attending class.
Scheduling & Appointments
- Schedule private lessons and appointments using the studio’s management system.
- Confirm instructor availability prior to scheduling.
- Communicate scheduling updates or special notes to instructors as needed.
Instructor Support & Class Coverage
- Monitor instructor arrival times and ensure classes begin as scheduled.
- Follow established protocols if an instructor is late or absent, including contacting leadership and assisting with substitute coverage when available.
- Support communication with families if a class must be delayed, adjusted, or rescheduled.
Financial, Cash Handling & Bookkeeping Responsibilities
- Process payments accurately through the studio management system.
- Log, categorize, and track all financial transactions according to studio procedures.
- Maintain accurate daily financial records, including cash, check, and electronic payments.
- Reconcile the cash drawer and daily transaction totals at the end of each assigned shift.
- Complete deposit documentation and prepare funds for secure storage or deposit.
- Identify, document, and report discrepancies, errors, or unusual transactions promptly to management.
- Support basic bookkeeping tasks as assigned, including transaction tracking, record review, and documentation support for accounting processes.
Facility & Studio Maintenance
- Maintain a clean, safe, and welcoming front-of-house environment.
- Complete routine cleaning and maintenance tasks during each shift, including sanitizing frequently touched surfaces, restocking supplies, emptying trash, and managing lost and found.
- Ensure lights are turned off and doors are secured at closing.
New Student & Family Onboarding
- Welcome new students and families and provide a studio tour when appropriate.
- Review basic studio expectations, policies, and procedures.
- Assist families with portal access, payment setup, and general studio questions.
Required Knowledge, Skills, and Abilities
- Strong interpersonal and communication skills
- Professional demeanor and customer-service orientation
- Ability to multitask and prioritize in a fast-paced environment
- High attention to detail and accuracy
- Comfort using technology and learning new systems
- Basic bookkeeping and financial recordkeeping skills
- Comfort working with payments, reconciliations, and transaction documentation
- Ability to maintain confidentiality and exercise sound judgment
- Dependability, punctuality, and reliability
Preferred Qualifications
- Experience in customer service, front desk, childcare, or studio environments
- Familiarity with scheduling or registration software
- Prior experience with bookkeeping, cash reconciliation, or administrative financial tasks
- Experience working with children and families
Work Conditions & Physical Requirements
- Ability to stand, walk, and move throughout the studio during shifts
- Ability to lift and carry light items (up to approximately 25 lbs)
- Frequent interaction with children and families
- Light cleaning and physical activity required
Compensation & Employment Conditions
- Hourly, non-exempt position
- Paid at or above Washington State and applicable local minimum wage
- Eligible for Washington State Paid Sick Leave in accordance with law
- Rest and meal breaks provided per state requirements
All required work time, including training, meetings, and opening/closing duties, is compensated
Company Description509 Collective is a welcoming dance studio built on strong relationships, thoughtful leadership, and a commitment to supporting dancers and families in a positive environment.
Company Description
509 Collective is a welcoming dance studio built on strong relationships, thoughtful leadership, and a commitment to supporting dancers and families in a positive environment.