Spa Schedule Coordinator

Position Purpose & Summary

The Spa Scheduler plays a crucial role in the operational success of Strata Spa and Salon by ensuring the creation, coordination, and maintenance of a seamless provider schedule. This position requires exceptional attention to detail, proactive communication, and an ability to anticipate staffing needs to support a consistent, high–quality guest experience.

The Spa Scheduler is responsible for balancing books, creating and modifying provider schedules, managing callouts and schedule blocks, supporting group and wedding scheduling, managing the Zeel platform, assisting with ADP timecard accuracy, and providing support at the concierge desk as needed. This role ensures alignment between staffing, business needs, and guest demand while upholding the luxury service standards of Strata Spa and Salon.

Essential Functions

• Create, manage, and adjust daily, weekly, and monthly provider schedules to support operational flow, maximize capacity, and ensure balanced books.
• Monitor schedule changes and implement necessary adjustments in response to callouts, availability changes, training needs, and service demand.
• Manage the Zeel platform including schedule syncing, provider assignments, invoices and availability maintenance.
• Assist in overseeing provider timecards in ADP, ensuring accuracy in hours, punches, and schedule alignment.
• Support the coordination of trades and training sessions while accurately maintaining all related schedule blocks.
• Support Spa Management in forecasting schedule needs, participating in planning meetings, and optimizing staffing based on trends.
• Audit all booked appointments to ensure the appropriate payment method is documented and any necessary contracts are in place.
• Proactively communicate scheduling updates, gaps, and adjustments to providers and management.
• Oversee VIP and media reservations while ensuring timely, proactive communication.
• Conduct daily confirmation calls, including verifying all details for appointments booked online.
• Assist with concierge duties such as booking appointments, greeting guests, answering phones, and ensuring exceptional guest service.
• Maintain confidentiality of provider information, scheduling details, and business operations.
• Ensure all schedule–related processes align with spa policies, labor guidelines, and Standard Operating Procedures.
• Participate in training sessions and staff meetings as required.
• Communicate promptly and professionally any concerns or issues related to staffing or scheduling to Spa Management.
• Be on time for shifts and maintain reliable attendance.
• Maintain a clean, organized, professional workspace.
• Promote a positive work environment by fostering cooperation, communication, and clarity among team members.
• Assist in all areas of spa operation as requested by management.
• Communicate to management all occurrences involving staff or guests in the spa that require attention.
• Deliver "I Am Proud" service standards and department-specific signature touch points.
• Establish cross-departmental channels of communication among teammates that are consistent and complete.
  
  

Additional Duties And Responsibilities

• Greet every guest, member, and team member with "I Am Proud" standards and set a positive tone for every interaction.
• Provide extraordinary service that is "Enriching by Nature."
• Embrace, embody, demonstrate, and encourage wellness and the Strata virtues through interactions, performance, and commitments.
• Uphold the Garden of the Gods Resort and Club's brand, culture, vision, mission, and values.
• Be empowered to make things go right if they go wrong.
• Give the guest/member a fond farewell.
• Address feedback by utilizing the LEARN Model.
• Demonstrate a professional appearance and be attentive to what matters most.
• Comply with company policies and procedures.
• Observe and adhere to safety guidelines.
  
  

Marginal Functions

• Perform other duties as assigned.
• Interface positively with other departments, helping when needed.
• Displays care in use of equipment and maintain an organized and professional work environment.
  
  

Position Requirements

• Minimum Knowledge & Skills:
• Must be detail-oriented and have ability to multi-task.
• Must be able to maintain an organized workspace.
• Ability to be efficient and productive in a fast-paced environment.
• Must have enthusiasm and possess excellent customer service skills.
• Must possess basic math and money handling skills.
• Enjoy working with people and possess a friendly and outgoing personality.
• Excellent communication, listening and computer skills.
• Must be a team player.
• Must be willing to work weekends.
• Excellent command of the English language in communicating both verbally and non-verbally.
• Ability to effectively present information and respond to questions from managers, employees, members, and the public.
• Formal Education and Job-Related Experience: High School graduate; 1 years' experience in resort, club, or day spa experience
• License, Registration, and/or Certification Required: N/A
  
  

External And Internal Personal Contact

• Communications:
• Daily – Communicate with Spa Concierge, Spa Providers, and Spa Management daily.
• Weekly – Spa Management
• Occasionally – Participate in one-on-one coaching sessions.
• Teamwork and Collaboration: This position requires continuous teamwork as well as internal and cross-departmental communication.
  
  

Additional Licenses And/or Certifications Required

YES

NO

Valid Driver's License

X

CPR Certification

X

Food Protection Manager Certification

X

Food Handler Certification

X

Alcohol Server/Seller Certification

X

Position Analysis/Specifications

N/A

(Not Applicable)

OCCASIONAL

FREQUENTLY

Sitting

X

Standing

X

Walking

X

Bending Over

X

Crawling

X

Reaching

X

Crouching

X

Kneeling

X

Balancing

X

Pushing / Pulling

X

Lifting / Carrying

10 lbs. or less

X

11 to 25 lbs.

X

26 to 50 lbs.

X

51 to 70 lbs.

X

Manual Dexterity

X

Fine Motor Skills

X

Gross Motor Skills

X

Eye / Hand Coordination

X

Near Vision

X

Far Vision

X

Color Recognition

X

Hearing

X

Environmental Factors

Environmental factors may include indoor settings with overhead lighting and comfortable ventilation. May occasionally be called upon to work in all areas of the property, both inside and outside, possibly in inclement weather.

YES

NO

Working Outside

X

Working Inside

X

Working Alone

X

Working Closely with Others

X

Excessive Cold / Heat

X

Excessive Humidity / Dampness

X

Noise / Vibrations

X

Working Above Ground

X

Working Below Ground

X

Working with Chemicals / Detergents / Cleaners

X

Working Around Fumes / Smoke / Gas

X

Walking on Uneven Surfaces

X

Operating Motorized Equipment or Vehicles

X

Working Around/Near Machinery/Motorized Equipment

X

Climbing on Scaffolds or Ladders

X

Continuous use with a Computer and Keyboard

X

The Garden of the Gods Resort and Club offers a diverse, dynamic, and thriving environment that supports career development for all our team members.

Job Posted by ApplicantPro