Coordinator/Receptionist

OVERVIEW:

As a Coordinator at Blended Wellness, you will play a key role in ensuring seamless operations and an exceptional guest experience. Your main responsibility will be to manage boo

kings, coordinate appointments, and greet guests with a warm, professional demeanor. You will serve as the first point of contact for guests, assisting with inquiries and helping to create a welcoming environment. Your role will be vital in ensuring that all guests have a smooth, enjoyable experience from arrival to departure.

KEY RESPONSIBILITIES:

Guest Coordination & Reception:

• Greet guests upon arrival, offering a warm, friendly, and professional welcome.
• Assist with guest check-ins, check-outs, and direct them to their appointments or services.
• Manage guest inquiries, providing detailed information about available services, treatments, and promotions.
• Coordinate guest appointments and bookings, ensuring efficient scheduling and minimal wait times.
• Confirm reservations and follow up with guests as needed, providing reminders and updates for upcoming treatments.

Booking Management:

• Handle all booking inquiries via phone, email, and in-person, ensuring efficient and accurate scheduling of treatments and wellness services.
• Update and maintain the booking system to reflect current availability, ensuring no double-bookings or scheduling conflicts.
• Process cancellations and reschedule appointments as necessary, managing guest expectations with professionalism.
• Communicate with guests to confirm details, including treatment selections, special requests, or additional services.

Guest Experience:

• Provide excellent customer service to ensure a smooth, hassle-free guest experience.
• Anticipate guest needs, ensuring they feel valued and cared for during their visit.
• Offer recommendations for additional services or treatments that could enhance the guest experience.
• Ensure that all guest feedback is captured, handled appropriately, and communicated to relevant team members.
• Address any guest concerns or issues in a timely, efficient manner, escalating matters to management when necessary.

Operational Support:

• Maintain cleanliness and organization of the reception area, ensuring it is always welcoming and tidy.
• Assist in preparing treatment rooms or areas for guest arrivals, ensuring they meet the high standards of Blended Wellness.
• Keep track of guest preferences, noting special requests or health concerns to ensure a personalized experience.
• Assist with administrative tasks, such as maintaining guest records, processing payments, and managing daily reports.

Team Collaboration:

• Work closely with wellness professionals, including therapists, fitness instructors, and other team members, to ensure the smooth flow of services and operations.
• Support other team members as needed, including assisting with overflow bookings or special requests.
• Participate in team meetings and training sessions to stay updated on services, promotions, and best practices.

Professional Development:

• Continuously develop knowledge of Blended Wellness services, treatments, and wellness programs.
• Stay informed about industry trends and guest expectations to enhance service delivery.

CANDIDATE PROFILE:

• Friendly, approachable, and customer-oriented, with a passion for delivering excellent service.
• Excellent communication and interpersonal skills, with the ability to engage with guests and colleagues effectively.
• Detail-oriented, with strong organizational and multitasking abilities.
• Positive attitude and ability to remain calm and efficient in high-pressure situations.

EXPERIENCE / COMPETENCIES:

• Previous experience in a receptionist, guest services, or coordinator role, ideally in a spa, wellness, or hospitality setting.
• Proficient in using booking software and Microsoft Office Suite (Excel, Word, Outlook).
• Strong problem-solving skills and the ability to manage multiple tasks simultaneously.
• Fluent in English; additional languages are an advantage.