Wellness Coordinator

Mission:Massage Lake Charles, a five-star rated wellness spa in Lake Charles, LA, is seeking a highly motivated and client-focused Wellness Coordinator to be the welcoming face of our spa. This crucial role combines exceptional hospitality with a commitment to creating an unparalleled experience of self-care and relaxation for every guest. From their first interaction, the Wellness Coordinator ensures that each guest's experience is memorable, directly contributing to their well-being and the continued success of our spa. If you are passionate about wellness, thrive in a dynamic environment, and are dedicated to fostering a supportive community, we invite you to join our winning team.Job Purpose:Job Purpose: The Wellness Coordinator serves as the central hub of our spa, expertly managing all front office operations to ensure a seamless and exceptional client experience. This multifaceted role involves warmly greeting and guiding guests through their visit, efficiently managing appointments and client records using spa-specific software, and proactively driving revenue through the mindful promotion and sale of our diverse services, memberships, and retail products. Additionally, this role provides crucial administrative support to our service providers, ensuring operational efficiency and contributing significantly to client satisfaction and the spa's overall growth.   Responsibilities:Client Experience & Hospitality Management:Warmly greet and welcome all clients upon arrival and departure, ensuring a positive and memorable first impression.Provide detailed descriptions of spa treatments, packages, services, facility features, and current promotions, acting as a knowledgeable resource for clients.Handle all client inquiries, questions, and concerns professionally and courteously, providing accurate, appropriate, and immediate responses to ensure complete guest satisfaction.Direct clients to appropriate treatment areas and assist them throughout their visit, ensuring comfort and clear guidance.Maintain a pristine, organized, and welcoming reception area that consistently aligns with the spa's brand standards.Offer amenities to waiting clients (e.g., beverages, comfort items) to enhance their pre-service experience.Efficient Appointment & Operations Management:Manage all incoming phone calls, emails, and online inquiries efficiently and professionally.Accurately book, change, and cancel spa appointments, utilizing advanced reservationbooking systems to optimize client and therapist scheduling, preventing schedule gaps and double bookings.Handle seamless check-in and check-out procedures with accuracy and care, including promptly notifying providers of any last-minute appointment changes.Oversee daily front desk operations to ensure smooth service delivery and maintain an inviting environment Properly open and close the spa each day according to established Standard Operating Procedures Proactive Sales & Revenue Generation:Actively promote and sell memberships, enhancements, retail products, packages, and current promotions, educating guests on their benefits.Consistently strive to meet or exceed established sales goals and targets for memberships, services, and retail products.Utilize mindful upselling and cross-selling techniques, recommending additional products and services based on individual client needs and wellness goals, ensuring suggestions align with their objectives.Assist with marketing campaigns and social media updates to support promotional efforts.Administrative & Inventory Oversight:Process all payments (cash, credit cards, gift cards, memberships) and maintain accurate records of client transactions with precision and integrity.Maintain accurate and organized client records, including visit history, preferences, and detailed notes, utilizing CRM systems.Assist with inventory management, including monitoring stock levels, assisting with ordering supplies, stocking retail displays, and ensuring product availability.Maintain a Spa Desk Bank and perform accurate cash reconciliation at the end of each shift.Support management with various administrative tasks and communicate any occurrences involving staff or guests that require attention.Client Relationship & Retention Strategies:Actively contribute to client retention efforts by encouraging rebooking of future appointments at checkout.Utilize client notes and preferences to provide highly personalized service, enhancing their experience and fostering loyalty.Follow up with clients after appointments to solicit feedback, address concerns, and encourage repeat form clients about and facilitate participation in loyalty or membership programs. Qualifications:Educational Background & Relevant Experience:A high school diploma or GED is generally considered a minimum requirement. A Bachelor's degree, particularly in hospitality or business, is often a plus.Proven experience in a customer service role is essential, preferably within a spa, hospitality, or luxury service environment Prefer applicants with formal office management training or relevant administrative experience.Direct experience with upselling and cross-selling services and retail products in a client-facing setting is highly valued.A working knowledge of common spa amenities, treatments, and wellness services is preferred, enabling effective client education and recommendation.Technical Proficiency:Proficiency with computers and bookingreservation systems is crucial for managing appointments and client flow efficiently.Familiarity with specific spa management software like Mindbody or SpaBiz is highly preferred, as these are industry standards for operations, scheduling, and POS.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is a standard requirement for general administrative tasks and communication.Basic knowledge of social media platforms for marketing purposes may be beneficial, supporting promotional activities. Recommended Spa Software Proficiency- Meevo, by Millennium. Recommended Spa Software Proficiency: Software CategoryExamplesExpected Proficiency LevelWhy it Matters for This RoleSpa Management SystemMeevo, Mindbody, SpaBiz, GlossGenius, MassageBookProficient UserEssential for efficient scheduling, client management, and preventing double bookings.Booking SoftwareIntegrated within SMS, dedicated platformsProficient UserCrucial for seamless online and in-person appointment management and client flow.Point-of-Sale (POS) SystemIntegrated within SMS, Square, CloverProficient UserCritical for accurate payment processing, sales tracking, and end-of-day reconciliation.Customer Relationship Management (CRM)Integrated within SMS, dedicated CRM toolsBasic Familiarity to Proficient UserKey for personalized client interactions, maintaining client history, and retention strategies.Office Productivity SuiteMicrosoft Office (Word, Excel, Outlook) and Google (Docs, Sheets, Slides, Drive)Proficient UserStandard for administrative tasks, communication, and basic data management. Critical Soft Skills & Cultural Fit:Exceptional Interpersonal and Communication Skills: Both verbal and written, demonstrated through a warm, welcoming, friendly, and professional demeanor. This includes engaging effectively with guests, providing clear recommendations, and handling sensitive conversations.Strong Organizational Skills and Meticulous Attention to Detail: Essential for managing complex appointment schedules, maintaining accurate client records, overseeing inventory, and ensuring the reception area remains pristine.Ability to Multitask and Maintain Composure Under Pressure: Crucial for thriving in a fast-paced environment with diverse responsibilities, simultaneous client interactions, and unexpected situations.Strong Problem-Solving Skills and a Proactive Approach: For effectively handling client feedback, swiftly resolving issues, managing scheduling conflicts, and anticipating client needs.Empathy and Responsiveness to Guest Needs: Vital for providing personalized service, understanding client concerns, and handling challenging situations with grace and professionalism Sales Acumen: The ability to identify opportunities to upsellcross-sell, effectively communicate the benefits of services and products, and contribute to meeting sales goals.Strong Work Ethic and Dedication: To maintain a positive, high-standard spa environment and consistently deliver exceptional service.3Cultural Alignment:Genuine Passion for Wellness and the Spa Industry: A true interest in self-care, holistic well-being, and the spa's core offerings.Team-Oriented Mindset and Collaborative Spirit: Ability to work effectively and harmoniously with therapists, management, and other spa staff to ensure seamless service delivery.Positive Attitude and Contribution to a Quality Work Environment: A proactive approach to fostering a supportive and uplifting atmosphere for both clients and colleagues.Adaptability to Changing Priorities and Guest Needs: Flexibility to adjust to dynamic situations and evolving client demands in a service-oriented setting.Essential Skills for Success: Skill CategorySpecific SkillWhy it's Important for This RoleCommunication & InterpersonalActive Listening; Clear Verbal & Written Communication; Professional Demeanor; EmpathyEnsures clients feel heard and valued; facilitates accurate information exchange; builds trust and rapport; and gracefully handles sensitive anizational & Detail-OrientedMultitasking; Time Management; Record Keeping Accuracy; Area MaintenanceManages high volume efficiently; Prioritizes tasks effectively; Ensures precise client data and transactions; Maintains a welcoming environment.Problem-Solving & AdaptabilityConflict Resolution; Proactive Approach; Flexibility; Critical ThinkingResolves issues to maintain client satisfaction; Anticipates needs; Adjusts to dynamic situations; Finds effective solutions quickly.Sales & Client EducationMindful UpsellingCross-selling; ProductService Knowledge; Persuasion; Goal-OrientationDrives revenue through personalized recommendations; Educates clients on benefits; Influences purchasing decisions; Contributes to business growth.Technical ProficiencySpa Management Software Proficiency; POS System Operation; CRM Utilization; General Computer LiteracyStreamlines operations and client data management; ensures accurate financial transactions; enables personalized client interactions; enhances overall efficiency.  Benefits:Competitive Compensation & Benefits:Competitive wages, with performance-based incentives.Employee discounts on spa services and products.One complimentary massage or facial every month.Flexible work arrangements and scheduling options.Professional Growth & Development Opportunities:Opportunities for career advancement, ongoing training, and professional development.Results-based learning path with training modules to enhance skills.Unique Spa Culture & Environment:At this spa establishment, we are dedicated to crafting an unparalleled experience of self-care and relaxation for every guest. We are seeking a highly motivated and client-focused Wellness Coordinator to be the welcoming face of our spa. This pivotal role seamlessly blends exceptional hospitality with proactive sales, ensuring every client's experience is memorable from their first interaction and directly contributing to their well-being and our spa's continued success. If you are passionate about wellness, thrive in a dynamic environment, and are committed to fostering a supportive community, we invite you to join our winning team.  Strong employee wellness focus, a creative and collaborative atmosphere, and a family-like team dynamic.We kindly ask that you do not call or visit the spa with hiring questions. Once your application has been reviewed, a manager will contact you directly.Application Process:Submit resume.Qualified applicants will be contacted within two weeks to schedule phone interviews.Successful phone interviews will lead to scheduling an in-person interview.Successful in-person interviews will move on to a paid shadow day in the spa.recblid x9z9hll0okrv9cgkore7olssalgkdq

Created: 2025-09-19