Wellness Studio Administrator

This is an in-person position. Remote or virtual work is not available for this role.

We are seeking a reliable, organized, and proactive Wellness Studio Administrator to support the day-to-day operations of our wellness and therapy space. This role combines front-desk administration, client and guest support, class and event coordination, merchandise sales, light cleaning, restocking, and overall studio upkeep.

The Wellness Studio Administrator will work on-site and help create a welcoming, skilled, and organized experience for clients attending Pilates classes, therapeutic groups, wellness events, workshops, and other STAR programming, while ensuring the studio is clean, fully stocked, and prepared throughout the day.

Key ResponsibilitiesFront Desk, Client & Guest Support

- Welcome and check in clients and guests attending Pilates classes, groups, wellness events, workshops, appointments, and other scheduled programming.
- Provide friendly, professional, and knowledgeable customer service to clients and visitors.
- Answer incoming phone calls and respond to general inquiries.
- Monitor and respond to emails during scheduled shifts.
- Assist clients with scheduling, registration, payments, and general questions.
- Use Jane Software to check clients in, review schedules, manage bookings, process payments, and complete other assigned administrative duties.
- Assist with the sale of merchandise, wellness products, snacks, and other available items.
- Process client purchases and payments accurately.
- Maintain an organized and welcoming front-desk and check-in area.
- Provide clients with information regarding upcoming classes, groups, workshops, events, and wellness offerings.

Opening & Studio Preparation
- Open and prepare the wellness studio for daily operations.
- Turn on lights throughout the lobby, wellness space, therapy rooms, and lamps.
- Complete a walkthrough of the facility to ensure all areas are clean, organized, stocked, and presentable.
- Prepare the class and event check-in area.
- Review the day's schedule in Jane Software and prepare for upcoming classes, groups, events, workshops, and appointments.
- Ensure the wellness studio is appropriately set up for scheduled programming.

Class, Group & Event Support
- Check clients and guests in for scheduled Pilates classes, groups, workshops, wellness events, and other programming.
- Provide administrative and operational support before, during, and after programming.
- Assist with room and studio setup as required.
- Monitor the wellness space during programming and address operational needs as they arise.
- Help ensure instructors, facilitators, and clients have the supplies and equipment needed.
- Restock the snack station throughout the shift as required.
- Restock washrooms, including toilet paper, paper towel, soap, and other supplies.
- Freshen change rooms using Febreze and/or incense, as appropriate.
- Complete administrative tasks, respond to emails, or upload documentation when time permits.

Between-Class & Event Studio Reset




- Swiffer and/or mop wellness studio floors between classes or events as required.
- Clean and disinfect wellness equipment after use.
- Tidy and organize change rooms.
- Return equipment and supplies to their designated locations.
- Reset the wellness studio for the next class, group, workshop, or event.
- Ensure the check-in and reception areas remain tidy and professional throughout the shift.

General Cleaning & Facility Maintenance
- Maintain the cleanliness and organization of therapy rooms, including:
- Arranging pillows and blankets
- Organizing side tables
- Wiping down surfaces
- Replenishing Kleenex and other supplies
- Freshening rooms with Febreze and/or incense when appropriate
- Wipe down lobby cabinets and drawers using disinfectant wipes.
- Clean and disinfect lobby chairs.
- Swiffer underneath lobby chairs and furniture.
- Swiffer washroom floors and the hallway outside the washrooms.
- Vacuum carpeted areas as required.
- Empty garbage bins located in the lobby and therapy rooms into the main kitchen garbage.
- Monitor the overall presentation of the facility and address cleaning or organizational needs as they arise.

Refreshment, Merchandise & Supply Restocking
- Restock Keurig coffee pods.
- Restock coffee cups and lids.
- Replenish sugar, sweetener, and other beverage supplies.
- Refill the Keurig machine with water.
- Restock the refrigerator with water, pop, juice, and other approved beverages.
- Replenish snack drawers with chips, cookies, fruit snacks, and other available products.
- Ensure washroom toilet paper containers are fully stocked.
- Organize and maintain merchandise displays.
- Restock merchandise and wellness products as required.
- Monitor inventory levels and identify items that are running low.
- Notify the appropriate team member when supplies or merchandise need to be reordered.

Administrative Responsibilities
- Use Jane Software to support daily studio operations.
- Review schedules and upcoming programming.
- Check clients and guests in for appointments, classes, groups, workshops, and events.
- Respond to emails and general client inquiries.
- Answer and appropriately direct incoming phone calls.
- Assist with booking and registration inquiries.
- Process payments and merchandise purchases.
- Upload documentation and complete assigned administrative tasks.
- Maintain confidentiality and professionalism when handling client information.
- Escalate clinical, billing, scheduling, or operational concerns to the appropriate team member when necessary.

End-of-Shift Responsibilities
- Complete a final walkthrough of the wellness and therapy spaces.
- Freshen change rooms using Febreze and/or incense, as appropriate.




- Update or change snack station signage as required.
- Replace or rotate snacks as needed.
- Empty lobby and therapy room garbage bins.
- Ensure therapy rooms are tidy and prepared for upcoming appointments.
- Turn off therapy room lights while leaving designated lobby lights on.
- Ensure merchandise, reception, and check-in areas are organized.
- Confirm the wellness studio is clean, stocked, and prepared for the next shift.

Schedule & Availability This position is fully in person and requires the successful candidate to be physically present at the wellness studio for all scheduled shifts.

Current Wellness Studio Administrator shifts are scheduled during the following operating hours:

- Monday–Friday: 5:30 a.m.–10:30 a.m.
- Saturday: 7:30 a.m.–10:30 a.m.
- Sunday: 9:00 a.m.–2:00 p.m.

Applicants must be available to work a minimum of 2–3 in-person shifts per week. Shift times and operating hours are subject to change based on programming, business needs, Pilates classes, groups, workshops, wellness events, and other scheduled activities. Flexibility with scheduling is therefore important.

Early-morning and weekend availability is required. This is not a remote, hybrid, or work-from-home position.

Qualifications & Skills

- Reliable, punctual, and able to work independently.
- Strong customer-service and interpersonal skills.
- Friendly, professional, and comfortable interacting with clients, guests, instructors, and facilitators.
- Strong organizational and time-management skills.
- Excellent attention to detail and cleanliness.
- Comfortable answering phones and responding to professional emails.
- Comfortable learning and using scheduling and practice-management software; experience with Jane Software is an asset.
- Comfortable processing payments and selling merchandise.
- Ability to manage multiple responsibilities in a busy wellness environment.
- Willingness to complete routine cleaning, disinfecting, and restocking duties.
- Able to take initiative and identify tasks that need to be completed without continuous direction.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and professionalism within a therapy and wellness environment.
- Must be able to reliably attend scheduled shifts in person.

Ideal Candidate The ideal candidate is proactive rather than reactive. You naturally notice when a client needs assistance, an email needs a response, merchandise needs to be restocked, a room needs to be reset, or an area requires attention. You are comfortable moving between customer service, administrative work, sales, cleaning, and studio operations throughout an in-person shift. You understand that creating an excellent wellness experience involves both strong interpersonal skills and consistent attention to the behind-the-scenes details that keep the studio running smoothly.

Pay: $18.00 per hour

Application question(s)

- Do you have experience using the Jane App?

Experience:
- Administrative: 1 year (required)

Language:
- English (required)

Work Location: In person

📌 Wellness Studio Administrator (Vaughan)
🏢 S.T.A.R. Holistic Services
📍 Vaughan