PT Spa Coordinator - Boston

Role: Spa Coordinator

Summary:

As the Spa Coordinator, you are the face and pulse of the spa—providing gracious, seamless support to guests and staff alike. You ensure the front-of-house experience reflects our brand's luxury standards through exceptional hospitality, attention to detail, and precise operational execution. Your role is vital in creating a polished, calm, and welcoming environment that supports a world-class spa experience from start to finish.

Key Responsibilities:

Guest Experience & Front Desk Operations

- Warmly greet all guests and ensure an effortless check-in/check-out process with elegance and discretion.
- Maintain a professional, polished demeanor always while engaging customers, including answering calls, managing bookings, and handling guest inquiries.
- Anticipate guest needs and personalize their spa journey with thoughtful touches and accurate information. Aim to surprise & delight
- Handle appointment changes and scheduling adjustments with efficiency , empathy, and grace.

Team & Service Coordination

- Liaise between spa therapists, estheticians, and management to ensure seamless service flow and schedule accuracy.
- Communicate treatment preferences and special requests clearly to the service team.
- Support service excellence by preemptively preparing for each guest’s arrival (e.g., confirming beverage preferences, room readiness, or VIP notations).

Administrative & Operational Support

- Maintain spa software with up-to-date bookings, accurate guest records, and thorough service notes.
- Process payments, apply discounts or packages as needed, and ensure all transactions are completed smoothly.
- Monitor & maintain supplies and retail product inventory, updating the Manage as necessary, and assist with light merchandising and product education.
- Assist in enforcing sanitation, safety, and cleanliness protocols in the reception area and common spaces.

Experience & Qualifications:

- Minimum 2 years of front desk, guest service, or administrative experience in a luxury hospitality or wellness setting
- Familiarity with spa or salon scheduling software (e.g., Mindbody, Booker, Zenoti)
- High school diploma required; degree or coursework in hospitality, wellness, or business a plus

Core Competencies:

- Warm, professional communication and a guest-first mindset
- High attention to detail with excellent organizational skills
- Calm under pressure and solution-oriented in fast-paced environments
- Collaborative and adaptable, with a refined sense of luxury service standards

Technical Proficiency:

- Proficient in POS systems, spa scheduling platforms, and Microsoft Office
- Comfortable handling transactions, managing bookings, and maintaining digital client records