Spa Administrative Coordinator

Spa & Wellness Administrative Coordinator

The Spa & Salon Administrative Coordinator provides essential administrative, retail, inventory, and operational support to the Spa and Salon teams. This position works closely with the Lead Spa & Wellness Concierge and Salon Lead to ensure retail products, professional supplies, inventory records, and back-office areas remain accurate, organized, and well maintained.

The ideal candidate is highly organized, comfortable with technology, attentive to detail, and able to learn new systems quickly. This is a flexible, hands-on position that supports the department wherever assistance is needed, including providing coverage at the Spa or Salon front desk when necessary.

• Spa and Retail Support
• Assist the Lead Spa & Wellness Concierge with retail and operational supply orders.
• Receive incoming retail merchandise and verify shipments against purchase orders and packing slips.
• Report missing, damaged, or incorrect items and assist with resolving order discrepancies.
• Label, price, and prepare merchandise for display.
• Add new retail items, pricing, and product information into Resort Suite.
• Assist with regular retail and professional inventory counts.
• Help monitor product levels and identify items that need to be reordered.
• Maintain organized retail storage, receiving, and back-office areas.
• Assist with boutique organization, merchandising, replenishment, and overall presentation.
• Support retail promotions, product launches, and seasonal boutique updates.
• Salon Support
• Work closely with the Salon Lead to receive and organize retail and professional product orders.
• Verify salon deliveries for accuracy and assist with resolving discrepancies.
• Assist with salon retail and professional inventory counts.
• Organize salon products, supplies, storage areas, and back stock.
• Help monitor inventory levels and communicate replenishment needs.
• Assist with entering or updating salon products in Resort Suite, as needed.
• Administrative and Operational Support
• Maintain accurate retail, inventory, receiving, and product records.
• Assist with filing invoices, packing slips, order confirmations, and related documentation.
• Support the organization of departmental files, reports, and administrative materials.
• Communicate effectively with department leaders, Purchasing, Accounting, and vendors when necessary.
• Assist with special projects, departmental events, promotions, and other operational needs.
• Provide support wherever needed to help maintain an efficient and organized Spa and Salon operation.
• Front Desk Support
• Assist with Spa and Salon front desk coverage when operationally necessary.
• Welcome members and guests in a warm, professional, and service-focused manner.
• Assist with appointment scheduling, check-in, check-out, retail transactions, and general inquiries.
• Maintain confidentiality and follow all departmental policies, procedures, and service standards.

• Organization and attention to detail

• Computer and systems proficiency

• Retail and inventory awareness

• Fast learner

• Accuracy and accountability

• Initiative and resourcefulness

• Flexibility and teamwork

• Time management and prioritization

• Professional communication

• Luxury member and guest service

• High School diploma or equivalent is required.

• Must have a valid Drivers License.

• A CPR & AED certification is a must.

• Previous administrative, retail, inventory, hospitality, spa, salon, or luxury service experience preferred.

• Strong organizational skills and attention to detail.

• Comfortable using computers and able to learn new software quickly.

• Experience with Resort Suite or a similar spa or point-of-sale system is preferred.

• Knowledge of retail operations, product receiving, merchandising, and inventory control is preferred.

• Ability to accurately enter and maintain product and inventory information.

• Strong written and verbal communication skills.

• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.

• Dependable, proactive, flexible, and willing to assist wherever needed.

• Professional appearance and commitment to delivering exceptional member and guest service.

• Ability to work collaboratively with Spa, Salon, Fitness, Locker Room, Purchasing, and Accounting teams.

• Availability to work a flexible schedule, including weekends and holidays, based on operational needs.

• Ability to stand, walk, bend, reach, and move throughout the Spa and Salon.

• Ability to lift, carry, unpack, and organize boxes and merchandise weighing up to 30 pounds.

• Ability to perform computer and administrative work for extended periods.

• Tropical climate.