Office and Operations Coordinator

Description:

Office & Operations Coordinator

RTR Pilates is the standard of excellence in contemporary reformer Pilates, serving as the premier boutique studio in the Maryland, Virgina, and Philadelphia area. Rooted in the belief that positivity thrives through meaningful connections, we foster an environment where wellness meets community. Our studio is dedicated to empowering individuals to achieve their fitness goals while building lasting relationships and spreading joy along the way. RTR Pilates is a place to thrive, join us!

The Office & Operations Coordinator plays a critical role in supporting RTR Pilates’ headquarters operations, leadership team, and growth initiatives. Serving as the central hub for administrative excellence, this position oversees human resources support, client relations, and day-to-day office operations. The ideal candidate is highly organized, polished, collaborative, and thrives in a fast-paced environment.

Major Roles

HR &Onboarding Execution:

Partner with our HR Manager to ensure new hires have a seamless start. Manage interview scheduling, process Paylocity paperwork accurately and keep employee records organized. Assist with recruitment.

HQ Operations & Space Management:

Keep our Potomac headquarters looking polished and running without a hitch. Take full ownership of vendor relationships, deliveries, and shared office spaces so HQ represents our high brand standards every day.

Studio Inventory &Logistics:

Anticipate inventory needs for retail items like grip socks and marketing materials, and coordinate new-hire asset uploads (like studio headshots) promptly.

Executive Support and Flow:

Clear the runway for the Director of Operations and Fractional COO. Prep meeting materials, and handle administrative details so leadership can stay focused on strategic studio expansion.

Brand & Client Relations: Serve as the welcoming voice of RTR Pilates HQ. Manage incoming phone calls, the central info inbox, and donation requests with a warm, helpful touch that reflects a premier boutique fitness brand.

Requirements:

Requirements & Qualifications

• 1–3 years of experience in an administrative, office support, client service, or operations role (experience in boutique fitness, hospitality, wellness, or service-based environments is a plus).
• Proven ability to support executive leadership across Operations, HR, Marketing, and Client Relations.
• Strong written and verbal communication skills with a professional and welcoming demeanor.
• Proficiency in basic office software and technology (email, calendar management, spreadsheets, document processing).
• Strong organizational skills with the ability to manage multiple priorities in an in-person, fast-paced setting.

Availability & Work Style

• Available to work 30–40 hours per week, fully in-person at the Potomac headquarters.
• Reliable, punctual, and consistent in attendance and task follow-through.

Traits & Characteristics

• Organizational Skills: Highly organized with a strong ability to manage schedules, coordinate meetings, and ensure all administrative workflows are completed efficiently.
• Communication Skills: Acts as a central hub for communication, possessing exceptional verbal and written skills across internal and external stakeholders.
• Interpersonal Skills: Builds positive relationships across teams and fosters a collaborative, welcoming work environment.
• Adaptability: Flexible and skilled at managing shifting priorities across diverse functional areas including HR, Client Relations, and Facilities.
• Process-Oriented Mindset: Thrives when working within established systems, recognizing the value of consistency across lead tracking, communications, and daily operations.

Salary & Benefits

• $20.00–$25.00/hour (commensurate with experience and qualifications)
• Health Insurance (medical, dental, and vision)
• 401(k) retirement plan
• Paid Time Off (11 PTO days/year plus 8 paid holidays)

Notice Regarding the Use of Artificial Intelligence in Application Review

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.