Spa Coordinator

Spa Coordinator

The Madison Club is seeking a professional, personable, and highly organized Spa Coordinator to serve as the first point of contact for our Members and Guests. This highly visible role is essential in creating a warm, welcoming, and seamless five-star spa experience while supporting the daily operations of the Spa. The Spa Coordinator is responsible for cultivating meaningful Member relationships, coordinating appointments, managing provider schedules, maintaining the reception and retail areas, and ensuring the Spa operates efficiently from opening through closing each day. This position requires exceptional hospitality, strong communication skills, attention to detail, and the ability to thrive in a fast-paced luxury environment while working both independently and collaboratively. The ideal candidate is self-motivated, proactive, and passionate about delivering personalized service. They anticipate Member needs, maintain the highest standards of professionalism, and contribute to creating an exceptional wellness experience for every Member and Guest.

Seasonal Employment Information The Madison Club operates during the winter and spring season. This is a full-time seasonal position from October through June. Candidates must have a flexible schedule, including weekends, evenings, and holidays. Due to the Club's busiest tournament and festival season, PTO requests during March and April are generally not approved.

Key Responsibilities

Member Experience

• Deliver exceptional, personalized service to members and guests at every interaction.
• Build meaningful relationships with Members by learning their preferences and anticipating their needs.
• Serve as the primary point of contact for all Spa inquiries in person, by phone, email, and text.
• Welcome Members warmly by name whenever possible and create a friendly, engaging atmosphere.
• Handle Member requests promptly, professionally, confidentially, and with sound judgment.
• Resolve concerns with empathy while ensuring an exceptional Member experience.
• Maintain a positive, friendly, and solution-oriented attitude at all times.
• Promote Spa services, wellness offerings, and Club amenities with confidence and enthusiasm.

Spa Operations

• Open and close the Spa according to established procedures.
• Coordinate daily Spa appointments while maximizing provider productivity and treatment room utilization.
• Manage therapist schedules, appointment modifications, cancellations, and waitlists.
• Confirm appointments with Members, Guests, and Spa Providers.
• Learn and effectively utilize TEI and all Spa operating systems.
• Support the Well-Being Clinic with scheduling, billing, and Member communication as needed.
• Communicate daily scheduling updates, VIP arrivals, special requests, and operational changes with the Spa team.
• Ensure treatment schedules run smoothly while proactively addressing scheduling conflicts.

Reception & Administrative Responsibilities

• Answer incoming phone calls, emails, and text messages promptly and professionally.
• Process appointments, retail purchases, Member charges, gratuities, and payments accurately.
• Maintain organized records, daily reports, and administrative documentation.
• Protect Member confidentiality and maintain discretion with all personal information.
• Assist with administrative projects, reports, and special assignments as requested.
• Support Club tournaments, wellness programming, promotional events, and seasonal initiatives.
• Maintain knowledge of Spa policies, pricing, treatments, promotions, and Club offerings.

Retail & Inventory

• Maintain an inviting, organized, and fully stocked Spa Boutique.
• Educate Members on retail products and recommend products that complement Spa treatments and wellness goals.
• Receive, organize, price, merchandise, and replenish retail inventory.
• Perform routine inventory counts and communicate replenishment needs to management.
• Maintain attractive visual merchandising displays that reflect luxury retail standards.
• Support seasonal retail promotions and merchandising initiatives.

Facility Support

• Maintain a clean, organized, and welcoming reception area throughout the day.
• Assist with maintaining the overall appearance of the Spa, Boutique, and common areas.
• Support Locker Room operations during busy periods when additional assistance is needed.
• Ensure beverages, refreshments, supplies, and guest amenities remain stocked throughout the day.
• Monitor the Spa environment to ensure cleanliness, organization, and operational excellence.

Team Collaboration

• Work collaboratively with Spa Therapists, Locker Room Attendants, the Well-Being Clinic, and Club departments to ensure a seamless Member experience.
• Communicate effectively regarding provider schedules, Member preferences, and operational updates.
• Support fellow team members during busy periods and assist wherever needed.
• Participate in team meetings, trainings, and ongoing professional development.
• Foster a positive, respectful, and collaborative work environment.

Operational Excellence

• Demonstrate initiative by identifying tasks that require attention without waiting for direction.
• Prioritize multiple responsibilities while maintaining exceptional service standards.
• Maintain all health, sanitation, privacy, and safety standards.
• Represent The Madison Club with professionalism, integrity, and discretion at all times.
• Perform additional duties as assigned.

Skills & Qualifications

• Minimum of 1–2 years of customer service, hospitality, luxury retail, Spa, hotel, or front desk experience preferred.
• Exceptional customer service and relationship-building skills.
• Excellent verbal and written communication skills.
• Strong phone etiquette and professional email correspondence.
• Outstanding organizational, multitasking, and time management abilities.
• Comfortable working independently with minimal supervision.
• Proficient with Microsoft Office and scheduling/POS software; experience with TEI is preferred.
• Ability to learn new software and technology quickly.
• Strong retail sales, merchandising, and product recommendation skills.
• Ability to maintain confidentiality and professionalism at all times.
• Professional appearance and demeanor.
• Flexible schedule, including weekends, evenings, and holidays.

Core Competencies

• Luxury Member Service
• Relationship Building
• Hospitality & Communication
• Organization & Time Management
• Attention to Detail
• Multitasking
• Teamwork & Collaboration
• Initiative & Accountability
• Retail Sales & Merchandising
• Professionalism Under Pressure
• Adaptability
• Problem Solving

Physical Requirements

• Ability to stand or sit for extended periods.
• Frequent walking throughout the Spa and Club facilities.
• Lift, carry, and move retail inventory and Spa supplies up to 40 pounds.
• Bend, reach, kneel, and perform repetitive administrative and merchandising tasks.
• Work in both indoor and occasional outdoor environments.

Benefits

• Competitive Pay or Wage Range (only based on state/region laws)
• Medical, Dental, and Vision Benefits (Full-Time Year Round Only)
• 401k Contribution (Full-Time Year Round Only)
• Paid Time Off and Paid Holidays (Full-Time Year Round Only)
• Employee Meals, Referral Incentives, and Recognition Programs
• Holiday Pay
• Professional development and upward mobility opportunities
• Work-Family Culture

The Company's good faith estimate of the hourly rate it expects to pay for this role is $23-$25 and is based on applicable and specialized experience and location.