Wellness Coordinator
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Key skills for this role
About the Role
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.
Key Skills for This Role
Responsibilities
- Meet and greet guests and members, creating a professional atmosphere
- Proactively up sell further services and facilities
- Guide clients on Asaya experiences and be knowledgeable on all services
- Process payments, complete paperwork, and handle voucher purchasing and redemption
- Handle administrative tasks such as scheduling wellness services, maintaining calendars, and preparing materials
- Maintain and organize client records, treatment logs, and follow up notes
- Monitor spa inventory and ensure timely reordering
- Answer calls within three rings and book appointments
- Ensure correct payment is taken and daily banking balances
- Maintain cleanliness and order in the department
Requirements
- Experience in a spa, wellness, or hospitality environment
- Knowledge of wellness services and products
- Ability to handle administrative tasks and scheduling
- Proficiency in payment processing and recordkeeping
Full Job Posting
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
- 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
- Group enquiries, press and VIP booking details should be taken and passed on to the Director of Wellness/ Assistant
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
- 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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