What are the responsibilities and job description for the Spa Coordinator position at Woodhouse?
Company Description Woodhouse Spa is a nationally recognized wellness brand that curates joyful, personalized experiences for every guest. Since its founding in 2001 and expansion through franchising in 2003, Woodhouse has grown to 88 locations across the United States, including the Carmel, IN spa. The brand offers a rich menu of transformative body treatments and services designed to meet individual needs in a warm, comfortable setting. Woodhouse is known for exceptional service and has earned multiple accolades, including the #1 rank in Massage & Spa Services on the 2025 Entrepreneur’s Franchise 500. Team members are part of a mission-driven environment focused on relaxation, rejuvenation, and guest care.
Role Description The Spa Coordinator is a full-time, on-site role based at the Woodhouse Spa in Carmel, IN. This position is responsible for welcoming guests, managing front desk operations, and ensuring a seamless experience from arrival to departure. Day-to-day tasks include answering phones, scheduling and confirming appointments, checking guests in and out, processing payments, and maintaining accurate records in the booking system. The Spa Coordinator supports service providers by organizing daily schedules, communicating special requests, and coordinating guest flow to keep the spa running smoothly. The role also involves responding to guest inquiries, presenting spa offerings, promoting retail and service enhancements, and maintaining a clean, inviting reception area that reflects Woodhouse’s standards of care and professionalism.
Qualifications
- Candidates should possess strong Appointment Scheduling and Receptionist Duties skills, including experience with booking systems and front desk operations.
- Candidates should possess excellent Phone Etiquette and Communication skills for handling inquiries, confirmations, and guest interactions with professionalism.
- Candidates should possess proven Customer Service skills, with a focus on creating welcoming, personalized, and solution-oriented experiences.
- Relevant experience in hospitality, spa, wellness, or retail environments is beneficial.
- Ability to stay organized, multitask, and maintain attention to detail in a fast-paced setting.
- Comfort working on-site, including evenings, weekends, and holidays as business requires.
- Basic computer proficiency and ability to learn scheduling and point-of-sale systems.
- High school diploma or equivalent; additional training in hospitality or customer service is a plus.