Spa Coordinator

The Inn of the Five Graces is a family-built, artisan-crafted sanctuary where hospitality is practiced as an art and leadership is exercised as stewardship. As an award-winning Relais & Chateaux property, the Inn holds its team to the highest standards of luxury hospitality.

As a member of the Inn of The Five Graces the Spa Coordinator is responsible for providing guests with comprehensive and professional guidance regarding Spa procedures and services as well as booking Spa treatments, retail sales, checking guests in and checking guests out all in a professional manner. This encompasses the whole experience; from the moment the guest makes a reservation until they are back home. This is reflecting on the Inn of The Five Graces' core values, to continue the long-term success of providing unparalleled hospitality.

ESSENTIAL JOB FUNCTIONS:

• Greet all guests with a friendly and sincere welcome upon arrival. Must stand when guests arrive
• Answers email correspondence and phone calls promptly and in a timely fashion.
• Provides guests with a thorough and knowledgeable understanding of all Spa services / products.
• Strong customer service and organizational skills
• Responsible for booking Spa appointments accurately in Book4Time; notating guests Opera profile if applicable and closing all appointments accurately in Book4Time / Opera Folios
• Selling & up-selling products or client services
• Complete all necessary Spa opening and closing duties including but not limited to stocking water, tea, snacks, ensuring locker rooms and linens are refreshed throughout the day
• Ensure music is playing and on the appropriate genre
• Ensure pool deck area is picked up and properly stocked with towels and water
• Ensure pool deck area has chair covers and umbrellas open/closed when needed
• Turn on fire pit when requested - Train how to complete this safely
• Ensure fitness center is stocked with water, towels, and headphones.
• Ensure all fitness equipment is clean and in working order - If not notify facilities
• Communicate all guest problems or complaints so Spa Manager in a timely fashion.
• Demonstrate respect, sensitivity, and concern for guest(s) needs with a professional and pleasant manner.
• Deliver daily paperwork to Front Office and distribute to the hotel accountant's office box (i.e.: Grace, Posted Massages, or Daily Credit card transactions)
• Communicate with front desk / Facilities department to address applicable issues
• Texting and notifying LMT/Esty's of appointment changes if applicable
• For Spa staff call outs communicate to Spa Manager and assist with finding coverage if necessary.
• Interact cooperatively with and with consideration towards guests and co-workers
• Assist Spa Manager with administrative duties, which could include but not limited to monthly inventory, creating spreadsheets etc.
• Knowledge of the Inn's safety and emergency procedures
• Ensure the highest levels of sanitation and safety standards / procedures.
• Ensure retail / locker amenity items are stocked and properly maintained.
• Safely store clean laundry when delivered from Luna Laundry if needed.
• Clean and reset guest lockers / spa showers as needed.

ESSENTIAL WORK SKILLS :

• Strong Customer Service Skills / Ability to multitask
• Punctuality is imperative as guests are on a schedule.
• Able to follow directives, protocols and procedures as required
• Courteousness with a polished appearance
• Service oriented and problem-solving attitude.
• Professional behavior
• Telephone etiquette and computer skills
• Bilingual in English/Spanish is a plus

MINIMUM EDUCATION & EXPERIENCE:

• Must have a High School diploma; college or secondary education preferred
• Must have at least 2 years of clerical/administrative experience in hospitality
• Proven track record of providing a unique guest experience
• Able to pass a general background check and reference screen

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will be working within a well-lit and medium sized workspace and will be exposed to outside weather. The noise level in the work environment is usually moderate.