Spa Scheduling Supervisor - Oxford Athletic Club

Scheduling Coordinator - Must have high volume scheduling experience

Department: Member Services / Operations
Reports To: Director of Operations

Position Summary

At Oxford Athletic Club, wellness is not a destination—it's a journey, and our team plays a vital role in inspiring that journey every day. As Pittsburgh’s premier destination for health, fitness, and community, we offer state-of-the-art fitness and aquatics, racquet sports, massage therapy, youth programs, and more.

Recognized nationally by the Health & Fitness Association for excellence, OAC is committed to creating experiences that empower every member to move, grow, and thrive. We believe in recognizing our employees, valuing their strengths, and supporting their growth at every stage of their career.

The Spa Scheduling Supervisor serves as the central hub for member reservations, engagement, and connectivity at the Oxford Athletic Club. This role is primarily responsible for booking and supporting services including massage and facials, youth summer camp registration, and wellness programming, while also assisting with event RSVPs, tennis court reservations, and additional service scheduling.

This position delivers a high-touch, concierge-level service experience by providing rapid response, clear communication, and seamless coordination across departments. As a trusted point of contact, the Coordinator provides personalized support, proactive solutions, and consistent follow-through ensuring an exceptional and effortless member experience.

Key ResponsibilitiesMember Experience

· Serve as the primary concierge for premium services and programs offered at the Oxford Athletic Club.

· Provide prompt, professional, and solution-focused support.

· Anticipate member needs and offer proactive scheduling solutions.

· Resolve issues quickly with empathy and professionalism.

· Build strong, long-term relationships with members.

Reservations & Scheduling Management

· Schedule and manage bookings for massage, facials, personal training assessments, racquet sports, camps, and other services as needed, via phone, email and third-party channels while maintaining accuracy.

· Prevent conflicts and double-bookings.

· Manage waitlists, reschedules, and cancellations efficiently.

· Optimize schedules to meet member demand and service capacity.

Communication & Collaboration

· Communicate clearly and consistently with members, providers, and leadership.

· Coordinate closely with trainers, massage therapists, Aestheticians, instructors, and tennis staff.

· Share updates, changes, and priorities in a timely manner.

· Support teamwork and service consistency across departments.

Program & Service Support

· Assist with summer camp registration, program enrollment, and service packages.

· Track session usage and participation.

· Support seasonal, promotional, and special offerings.

Systems & Administration

· Maintain accurate records in scheduling and CRM systems.

· Process packages, credits, and payments.

· Support billing and service-related inquiries.

Sales & Member Engagement

· Promote wellness, performance, and recovery services.

· Educate members on available programs and benefits.

· Support retention and long-term engagement initiatives.

· Provide high-level membership support as needed.

Qualifications

· High school diploma required; Bachelor’s degree preferred

· 2–4 years in hospitality, Salon, concierge, spa, or fitness environments

· Experience managing multiple schedules preferred

· Strong technical and organizational skills

Core Competencies

· Exceptional customer service

· Clear, confident communication

· Rapid problem-solving skills

· High emotional intelligence

· Strong collaboration and teamwork

· Attention to detail and follow-through

· Strong organizational skills and a passion for helping people

Job Type: Full-time

Pay: $21.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $21 - $22