About the role
To coordinate the administrative functions and day-to-day support activities of Tiaki's physiotherapy clinic and Pilates studio. This includes managing appointment scheduling, class bookings, membership administration, client enquiries and booking systems to ensure an efficient and positive client experience.
The role also contributes to studio growth through proactive lead follow-up, membership sales and client retention, while maintaining a welcoming, organised and professional environment that supports effective daily operations and high standards of client care.
Key responsibilities
Manage and maintain office systems, databases and software applications to ensure accurate and up-to-date information.
Manage appointment diaries and booking systems for physiotherapists and the Pilates studio.
Respond to client enquiries, feedback, complaints and queries in a professional and timely manner.
Accurately enter, update and maintain client, membership, attendance, booking and business information across relevant software systems.
Handle confidential patient information and sensitive personal data with discretion and in accordance with Tiaki's privacy policies and applicable privacy legislation.
Provide a welcoming, professional and positive experience for all patients, clients and visitors.
Follow up new enquiries, prospective clients and complimentary class attendees in a timely and proactive manner to support membership conversion and client retention.
Manage membership administration, including membership changes, cancellations and related client queries.
Manage and maintain the Pilates teaching roster, coordinating class cover for planned leave, sickness and other absences.
Maintain a clean, tidy, welcoming and professional clinic and studio environment.
Assist with routine cleaning, care and visual maintenance checks of Pilates reformer machines and studio equipment, reporting any faults or maintenance concerns as required.
Provide general operational support as needed, identifying and communicating issues promptly.
Work closely with the Operations Lead and Business Director to support daily operations, communicate operational issues and implement agreed improvements.
About you
Excellent customer service and relationship-building skills.
Strong verbal and written communication skills, including the ability to communicate effectively with people with varying levels of medical knowledge.
Excellent organisational skills and attention to detail.
Strong time management skills, with the ability to multitask, prioritise and meet deadlines.
A proactive, self-directed and motivated approach to work.
Strong problem-solving skills, sound judgement and the ability to use initiative.
Confidence in sales conversations, lead follow-up and membership conversion.
Proficiency with computer software, booking systems, databases and general office applications.
Strong interpersonal skills and emotional intelligence.
A commitment to confidentiality, accuracy and high standards of client care.
A practical, hands-on approach and willingness to pitch in with the day-to-day needs of the clinic and studio.
About us
Tiaki Physio + Pilates is a physiotherapy clinic and Pilates studio located at Level 4, 40 Taranaki Street, Te Aro, Wellington 6011.
A full job description is available on request. To apply, please submit your CV and a brief cover letter through SEEK outlining your relevant experience and suitability for the role. We look forward to hearing from you!