Administrative Coordinator

Arch Angels NYC & NJ – Luxury Permanent Makeup Studio & Academy

Join the heart of our studio at Arch Angels NYC & NJ — a premier permanent makeup and medical tattoo studio specializing in brows, scar camouflage, SMP, and advanced artistry. We are seeking a highly organized, proactive, and detail-oriented Administrative Coordinator to support daily operations across our New York and New Jersey locations.
This role is ideal for someone who thrives in a fast-paced beauty environment, loves structure and organization, and takes pride in delivering an exceptional client experience behind the scenes.

Position Overview:
The Administrative Coordinator plays a key role in maintaining seamless studio operations, supporting leadership, managing internal systems, and ensuring clients receive a luxury-level experience from inquiry to follow-up.

Important:
Fluent English (spoken, written, and reading) is required. This role will initially focus on administrative and backend support. Phone call handling will be introduced once fully trained and confident. Please ensure your application includes a video submission introducing yourself and your skillset.

Key Responsibilities:
Administrative & Operational Support
- Manage and organize daily email communications in a timely and professional manner
- Coordinate artist schedules and maintain booking accuracy using Square
- Monitor and update client records, consent forms, and documentation
- Maintain studio organization, supplies, and overall office condition
- Assist with drafting and updating office policies and SOPs
- Organize digital files, client photos, and training materials

Client Experience Management (Backend):
- Manage online inquiries via Instagram, Facebook, Google, Yelp, and website forms
- Confirm and follow up on appointments via text and email
- Maintain organized consultation pipelines and booking flow
- Assist in review management (responding to Google reviews professionally)
- Ensure all pre-appointment and post-care communications are sent properly

Marketing & Content Support:
- Assist in creating and scheduling biweekly newsletters (Mailchimp)
- Support monthly blog content updates
- Design internal and marketing materials using Canva
- Contribute ideas for promotions, workshops, and client engagement

Required Qualifications (IMPORTANT)
Before applying, please ensure you meet the following:
- Fluent in English (spoken, written, and reading)
- Please ensure your application includes a video submission introducing yourself and your skillset.
- 3–5 years of experience in office administration or team management (beauty industry preferred)
- Strong leadership background, especially in sales-focused environments
- Proficiency in Google Workspace
- Familiarity with Square, Mailchimp, Canva, Slack, Google Drive, and GHL
- Excellent writing and professional communication skills
- Exceptional time management and multitasking ability
- Highly organized with strong attention to detail
- Self-starter with an entrepreneurial mindset
- Positive attitude, problem-solving mindset, and adaptability

***Full-time availability, including weekends***