Spa Coordinator / Assistant Manager at Viyada Thai Spa

This position is more than a traditional receptionist role. We are looking for someone who can take ownership of daily operations, communicate effectively with clients and massage therapists, solve routine problems independently, and potentially grow into a larger management role over time.

Key Responsibilities

• Welcome and check in clients
• Process payments and check clients out after appointments
• Answer incoming phone calls and assist clients with booking appointments
• Monitor the daily appointment schedule and client flow
• Assist with schedule changes, cancellations, late arrivals, and other client questions
• Communicate with massage therapists regarding appointments and scheduling
• Handle routine customer service concerns professionally and independently
• Help ensure daily opening, closing, and operational procedures are completed
• Monitor spa supplies and assist with inventory and routine supply ordering
• Assist with therapist recruiting administration, including communicating with applicants and coordinating interviews and training appointments
• Help maintain an organized and professional reception and common area
• Serve tea, water, and hot towels to clients as needed
• Assist with laundry and light spa upkeep during busy periods when needed
• Help ensure team members complete their assigned treatment-room, laundry, and closing responsibilities
• Communicate important client, staffing, or operational issues to management

Our massage therapists continue to share responsibility for treatment-room reset, laundry, client hospitality when needed, and closing duties. The Spa Coordinator supports these activities when necessary but is primarily responsible for front desk operations, coordination, client experience, and helping the overall spa run smoothly.

Ideal Candidate

We are looking for someone who is:

• Extremely reliable and punctual
• Friendly, professional, and welcoming
• Comfortable communicating with clients in person and over the phone
• Organized and able to manage multiple priorities
• Comfortable using computers, tablets, scheduling software, and payment systems
• Able to use good judgment and solve routine problems independently
• Calm and professional when handling client concerns
• Detail-oriented and trustworthy when handling payments
• Comfortable taking initiative rather than waiting to be told what to do
• Able to work well with a team of massage therapists
• Interested in taking on additional responsibility and growing with the business

Previous experience in a spa, salon, hospitality, hotel, medical office, customer service, or administrative environment is preferred but not required.

Experience with MINDBODY software is a plus.

Schedule

Approximately 20–25 hours per week to start. Availability for evenings and weekends is important. Additional hours and responsibilities may become available for the right candidate.

Growth Opportunity

We are looking for someone interested in becoming a trusted, long-term member of our team — not simply filling a temporary receptionist position. A successful Spa Coordinator may have the opportunity to take on additional operational and management responsibilities as the role develops.

To Apply

Please submit your resume along with a brief introduction that includes:

• Why you are interested in working at Viyada Thai Spa
• Your current availability
• Your previous customer service, hospitality, or administrative experience
• Why you believe you would be a reliable person to help coordinate daily spa operations

We look forward to hearing from you.