Spa Administrator

Job Description

The Spa Administrator is responsible for helping to facilitate administrative duties for the Spa, assisting the Spa front desk, and ensuring exclusive member access.  Overall responsibilities include projects, data entry, receiving and ordering supplies, inventory, light cleaning/organizing and occasional events.  The position greatly entails collaborating with the Manager and entire team to achieve the best member experience possible.

Job Availabilty


Job Responsibilities

  • Run reports, identify errors and coding invoices
  • Maintain filing system
  • Write and distribute email, correspondence memos, letters, faxes and forms
  • Ordering supplies, unpacking deliveries
  • Research new vendors / suppliers
  • Assist with entering inventory into system and printing labels
  • Assist with month end inventory counts and data entry into system
  • Update customer information on the Rosy system
  • Keep website updated with descriptions of spa treatments, services, facility features and hours of operation
  • Create marketing promotions and flyers using Canva
  • Adding new Independent Contractors to operating systems
  • Assist in preparing the reports for Independent Contractors payroll
  • Provide accurate, appropriate, and immediate responses to all requests by guests, ensuring complete guest satisfaction
  • Assist in all areas of spa operation as requested by management
  • Communicate to management any and all occurrences involving staff or guests in the spa that require attention
  • Event Assist (when needed)
  • Facilitate Spa events including working with clients and/or other departments, planning with Director, set up, break down, and all facets of events on or off property
  • Spa Desk (when needed)
  • Accurately book, change, confirm and cancel all appointments (via telephone and in person)
  • Promote and sell all spa services using direct questioning and listening to the needs of each guest
  • Handle member’s questions and concerns professionally and courteously
  • Maintain a clean; safe, fully stocked, and well-organized work area. This includes the office, back bar, and retail areas
  • Regularly attend, participate in and support training and staff meetings for the spa
  • Assist with laundry when needed

Job Requirements

  • 2 years of experience in an administrative role in a hospitality/service industry. Spa experience a plus.
  • Must possess basic math and money handling skills
  • Advanced skills in Microsoft Word, Excel, and Outlook
  • Knowledge of Rosy Salon Software, Club Essentials, Beanworks and Canva a plus
  • Must be detail-oriented, have ability to multi-task and problem-solve
  • Ability to be efficient and productive in a fast-paced environment
  • Must have enthusiasm, possess excellent customer service skills
  • Enjoy working alone at a computer as well as with people
  • Excellent communication, listening and computer skills
  • Must be a team-player and know how to collaborate and work efficiently with others
  • Develop ability to work without constant direct supervision
  • Have flexibility in schedule to accommodate business needs

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