Wellness Coordinator
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Key skills for this role
About the Role
Rosewood Doha is seeking a Wellness Coordinator to join Asaya, their wellness club. The role involves greeting guests, handling administrative tasks, coordinating wellness services, and supporting spa operations.
Key Skills for This Role
Responsibilities
- Meet and greet guests and members to Asaya, creating a professional atmosphere
- Handle administrative tasks such as scheduling wellness services, maintaining calendars, booking rooms, and preparing materials
- Serve as the first point of contact for internal wellness inquiries and coordinate communications
- Support data collection for wellness metrics and ensure confidentiality and compliance with privacy regulations
- Maintain and organize client records, treatment logs, intake forms, and follow up notes
- Monitor spa inventory, wellness supplies, and ensure timely reordering in collaboration with the Wellness Manager
- Support the promotion and communication of wellness packages, workshops, and seasonal offers
- Prepare daily reports, attendance logs, and client feedback summaries
- Process payments, generate invoices, and ensure accurate billing and recordkeeping
- Assist with vendor coordination and wellness practitioner scheduling
- Uphold cleanliness, order, and confidentiality in line with spa protocols and health regulations
Requirements
- Previous experience in hospitality, spa, or wellness environment
- Excellent communication and interpersonal skills
- Ability to multitask and work in a fast paced environment
- Professional appearance and demeanor
- Knowledge of spa services and products
Full Job Posting
About Rosewood Doha
- Rosewood Doha is a landmark destination inspired by Qatar’s coral reefs, bringing together ultra luxury hospitality, residential living, culinary experiences, holistic wellness, differentiated retail and events within one integrated ecosystem.
General Duties
- Meet and greet guests and members to Asaya, creating a professional atmosphere.
- Be proactive in up selling further services and the facilities.
- Guide clients on Asaya experiences that best suit them and being knowledgeable on all Asaya services.
- Be knowledgeable on the products to support the therapists and retailing to clients.
- Process payments and complete appropriate paperwork.
- Process voucher purchasing, bookings and redemption.
- Arrange product displays and ensure the presentation of department particularly in the reception area will be neat, clean and tidy.
- Help maintain all the facilities within Asaya.
Coordinator Duties
- Handle administrative tasks such as scheduling wellness services, maintaining calendars, booking rooms, and preparing materials.
- Serve as the first point of contact for internal wellness inquiries and coordinate communications.
- Support data collection for wellness metrics and ensure confidentiality and compliance with privacy regulations.
- Maintain and organize client records, treatment logs, intake forms, and follow up notes.
- Monitor spa inventory, wellness supplies, and ensure timely reordering in collaboration with the Wellness Manager.
- Support the promotion and communication of wellness packages, workshops, and seasonal offers.
- Prepare daily reports, attendance logs, and client feedback summaries.
- Process payments, generate invoices, and ensure accurate billing and recordkeeping.
- Assist with vendor coordination and wellness practitioner scheduling.
- Uphold cleanliness, order, and confidentiality in line with spa protocols and health regulations.
Concierge Duties
- Answer calls within three rings with the appropriate greeting.
- Ascertain the type and time of Asaya service desired and booking the most suitable time according to therapists and practitioners appointment schedule with the inclusion of offering additional treatments.
- Ensure all prudent information is taken with each booking to be able to reconfirm contact with the guests if needed.
- Offer an orientation of the facilities to all first time guests and members as per standard procedure advising them of services, facility rules and any other prudent information.
- Group enquiries, press and VIP booking details should be taken and passed on to the Director of Wellness/ Assistant with full contact name, telephone/email and details of date and nature of booking enquiry.
- Be alert and utilize permanent staff during their Rota hours to maximize time and profitability.
Payments
- Ensure correct payment is taken and processed after appointment completion with relevant paperwork completed to ensure daily banking balances.
- Ensure gift vouchers are sold with corresponding paper work and payments completed so that when redemption of the voucher happens all paperwork would match.
- End of day, cash up to ensure all services provided are accounted for and charged; credit card, cash and room charges taken; balances with no discrepancies and are safely deposited in accordance with the hotel cash handling policy.
Other Duties
- Ensure the department has a sufficient stock of towels and amenities. Collect deliveries from purchasing or other departments as necessary.
- Ensure dirty linen is taken to laundry and new clean items are collected regularly.
- Follow correct manual handling such as using a trolley when moving goods.
- In the event the fire alarm is activated, ensure the whole department is notified in a calm efficient manner to evacuate to the designated point in accordance with the hotel policy.
Communication
- Maintain effective communication both within the team and with the Director of Wellness to ensure smooth running of the department and keeping well informed of any issues/ queries that may arise.
- Report any complaints to the Director of Wellness or assistant when appropriate.
- Liaise with other departments when needed to ensure good communication across the hotel.
Training
- Assist in training and development of colleagues as required.
- Attend all training courses as and when required.
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