SPA ADMINISTRATIVE COORDINATOR

Position: Spa & Wellness Administrative Coordinator        Reports to: Spa & Wellness Director

Department: Spa & Wellness                                  FLSA: Non-Exempt

Job Summary:                            Updated: 2026

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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.

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Primary Responsibilities:

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 ResortSuite.

•    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 ResortSuite, 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.

Job Requirements

•    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

Education/Experience

•    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 ResortSuite 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.

Physical Requirements

•    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.

Working Conditions

•    Tropical climate.

This description is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances (changes in personnel, workload, rush jobs, emergencies, or technological developments) change.