Wellness Coordinator

Meet and greet guests and members to Asaya, creating a professional atmosphere.

Be proactive in up selling further services and the facilities.

Guide clients on Asaya experiences that best suit them and being knowledgeable on all Asaya services.

Be knowledgeable on the products to support the therapists and retailing to clients.

Process payments and complete appropriate paperwork.

Process voucher purchasing, bookings and redemption.

Arrange product displays and ensure the presentation of department particularly in the reception area will be neat, clean and tidy.

Help maintain all the facilities within Asaya.

Handle administrative tasks such as scheduling wellness services, maintaining calendars, booking rooms, and preparing materials.

Serve as the first point of contact for internal wellness inquiries and coordinate communications.

Support data collection for wellness metrics and ensure confidentiality and compliance with privacy regulations.

Maintain and organize client records, treatment logs, intake forms, and follow-up notes.

Monitor spa inventory, wellness supplies, and ensure timely reordering in collaboration with the Wellness Manager.

Support the promotion and communication of wellness packages, workshops, and seasonal offers.

Prepare daily reports, attendance logs, and client feedback summaries.

Process payments, generate invoices, and ensure accurate billing and recordkeeping.

Assist with vendor coordination and wellness practitioner scheduling.

Uphold cleanliness, order, and confidentiality in line with spa protocols and health regulations.

Answer calls within three rings with the appropriate greeting.

Ascertain the type and time of Asaya service desired and booking the most suitable time according to therapists and practitioners appointment schedule with the inclusion of offering additional treatments.

Ensure all prudent information is taken with each booking to be able to reconfirm contact with the guests if needed.

Offer an orientation of the facilities to all first-time guests and members as per standard procedure advising them of services, facility rules and any other prudent information.

Group enquiries, press and VIP booking details should be taken and passed on to the Director of Wellness/ Assistant with full contact name, telephone/email and details of date and nature of booking enquiry.

Be alert and utilize permanent staff during their Rota hours to maximize time and profitability.

Ensure correct payment is taken and processed after appointment completion with relevant paperwork completed to ensure daily banking balances.

Ensure gift vouchers are sold with corresponding paper work and payments completed so that when redemption of the voucher happens all paperwork would match.

End of day, cash up to ensure all services provided are accounted for and charged; credit card, cash and room charges taken; balances with no discrepancies and are safely deposited in accordance with the hotel cash handling policy.

Other duties:

Ensure the department has a sufficient stock of towels and amenities.

Collect deliveries from purchasing or other departments as necessary.

Ensure dirty linen is taken to laundry and new clean items are collected regularly.

Follow correct manual handling such as using a trolley when moving goods.

In the event the fire alarm is activated, ensure the whole department is notified in a calm efficient manner to evacuate to the designated point in accordance with the hotel policy.

Maintain effective communication both within the team and with the Director of Wellness to ensure smooth running of the department and keeping well informed of any issues/ queries that may arise.

Report any complaints to the Director of Wellness or assistant when appropriate.

Liaise with other departments when needed to ensure good communication across the hotel.

Assist in training and development of colleagues as required.

Attend all training courses as and when required.