Spa Coordinator

Position Summary

The Spa Coordinator is the first point of contact for guests at Luna Spa and plays a vital role in delivering a seamless, elevated spa experience. This position supports daily spa and fitness operations by managing reservations, guest relations, retail transactions, and coordination with the spa and fitness teams. The Spa Coordinator embodies Luna Spa’s commitment to exceptional service, wellness, and attention to detail.

Key Responsibilities

Guest Experience & Front Desk Operations

• Greet guests warmly and professionally, creating a welcoming and calming first impression
• Manage spa reservations, confirmations, modifications, and cancellations using the spa booking system
• Check guests in and out efficiently, ensuring accuracy of services, pricing, and payment methods
• Address guest inquiries, concerns, and feedback promptly and graciously
• Maintain clear communication with therapists, aestheticians, and management regarding schedules and guest needs

Scheduling & Coordination

• Optimize therapist and room schedules to maximize revenue and guest satisfaction
• Monitor daily appointment flow and adjust as needed for late arrivals, cancellations, or special requests
• Support coordination of group bookings, packages, and special wellness events

Retail & Revenue Support

• Process retail and service transactions accurately
• Promote spa services, packages, memberships, and retail products in a knowledgeable and genuine manner
• Assist with retail displays, restocking, inventory counts, and cleanliness of retail areas

Administrative & Operational Support

• Maintain a clean, organized, and serene front desk and lobby area
• Handle cash banks, credit card transactions, and daily reports as assigned
• Assist with basic administrative tasks including emails, invoices, and tracking documents
• Follow all spa policies, procedures, and safety standards

Locker Room & Guest Area Responsibilities

• Ensure locker rooms are clean, organized, and fully stocked throughout the day
• Monitor availability of towels, robes, slippers, amenities, water, and wellness supplies
• Maintain a calm, welcoming, and hygienic environment in locker rooms and relaxation areas
• Conduct regular walkthroughs of locker rooms and guest areas to uphold spa standards
• Communicate promptly with housekeeping and spa management regarding restocking, maintenance, or cleanliness needs
• Assist guests with locker room orientation, amenities, and general spa etiquette as needed
• Support opening and closing procedures for locker rooms, including setup and end-of-day checks

Zen Garden & Outdoor Relaxation Areas

• Maintain the cleanliness, organization, and overall serenity of the Zen Garden and outdoor relaxation areas
• Ensure seating, pathways, cushions, and decorative elements are properly arranged and presentable
• Monitor towels, water stations, and wellness amenities in outdoor areas
• Perform routine walkthroughs to ensure the Zen Garden reflects Luna Spa’s standards of tranquility and guest comfort
• Report any maintenance, safety, or landscaping concerns promptly to the appropriate department

Team Collaboration

• Work closely with spa management, therapists, fitness staff, and housekeeping to ensure smooth daily operations
• Participate in team meetings, trainings, and wellness initiatives
• Support a positive, respectful, and solution-oriented work environment

Qualifications

• High school diploma or equivalent required
• Previous experience in a spa, hotel, wellness, or customer service environment preferred
• Strong interpersonal and communication skills
• Excellent organizational skills and attention to detail
• Comfortable with computers, booking software, and point-of-sale systems
• Ability to multitask in a fast-paced yet tranquil environment
• Flexible availability, including weekends and holidays

Desired Skills & Attributes

• Passion for wellness, hospitality, and guest service
• Calm, polished, and professional demeanor
• Sales-minded with a natural ability to recommend services and products
• Team player with a proactive and dependable attitude

Physical Requirements

• Ability to stand for extended periods
• Ability to lift up to 25 lbs (retail products, supplies)

Employment Details

• Position Type: Full-time or Part-time (based on business needs)
• Compensation: Hourly rate plus service charge pool/gratuity (as applicable)

Reports To: Spa Manager / Director of Spa & Wellness