PT Spa Coordinator - Boston

Job Description

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

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