Wellness Administrative Coordinator

Description

SUMMARY

  The Wellness Administrative Coordinator provides essential administrative and operational support to the Director of Wellness and the leaders of the Spa, Fitness, and Racquet departments. This highly organized and proactive individual plays a key role in streamlining communication, managing recurring backend processes, and ensuring consistency across all areas. Core responsibilities include purchasing and invoice tracking, payroll support, internal scheduling logistics, interdepartmental communication, inventory coordination, and training documentation. This role also supports project tracking, guest experience tools, and vendor management tasks. The Wellness Administrative Coordinator works cross-functionally to enhance workflow, assist leadership teams, and help maintain operational excellence across all wellness departments.

ESSENTIAL FUNCTIONS

Duties include but are not limited to:

1. Process and track purchase orders and invoices across Spa, Fitness, Racquet and Retail departments.

2. Manage and distribute inventories of guest supplies, uniforms, and linens.

3. Ensure back-of-house spaces, including stockrooms, remain clean, organized, and well-maintained.

4. Maintain departmental checkbooks and assist with General Ledger preparation tasks.

5. Support payroll-related functions for specific departments as assigned.

6. Input in-house guest preferences and dietary restrictions into the booking system.

7. Organize provider scheduling documents and support shift coverage communication.

8. Assist with onboarding processes, including user requests, uniform ordering and distribution, training schedules, locker assignments and orientation scheduling. 

9. Liaise with Accounting and Engineering for routine administrative support; act as the primary liaison between Spa and Maintenance. Maintain a tracking system to monitor engineering requests and ensure timely resolution through the system.

10. Assist with planning, logistics, and follow-up for wellness events, member mixers, and spa promotions.

11. Maintain shared calendars and departmental task trackers for ongoing projects.

12. Attend assigned meetings to support communication and alignment across departments.

13. Participate in cross-department walkthroughs and follow up on assigned action items.

14. Maintain a professional appearance and demeanor in all guest and team interactions.

15. Foster a collaborative and respectful work environment across departments.

16. Monitor and maintain accurate membership databases to ensure records are up to date and aligned with department needs.

17. Maintain and update resort reference documents such as phone lists, provider qualification sheets, and treatment overview guides.

18. Create and edit basic spreadsheets, presentations, and internal documents as requested.

19. Actively participates in safety programs, abiding by all injury reporting and safety behavior requirements.

20. Participates in and supports Hotels’ efforts towards sustainability initiatives. 

21. Perform other duties as directed or assigned by leadership.

Requirements

QUALIFICATIONS

Required  

1. 2+ years administrative, operations, or hospitality experience.

2. Proficient knowledge in computer applications.

3. Strong attention to detail and organizational skills.

4. Excellent written and verbal communication.

5. Ability to manage multiple priorities in a fast-paced service environment.

6. Strong understanding of or interest in spa, fitness, and/or racquet operations preferred.

7. Valid California Driver's License 

SKILLS

Required  

1. Ability to work under own initiative in a fast-paced environment.

2. Strong interpersonal skills. 

3. Proficient with all Microsoft Office programs. 

Ability to maintain discretion and confidentiality of all guests and hotel information 

TRAVEL REQUIRMENTS

Travel is not required of this position.

PHYSICAL DEMANDS

1. Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting, and climbing.  Have frequent need to perform standing and walking activities.

2. Constant need to perform the following physical activities: grasping, turning, finger  dexterity.

3. Occasional need to stand for long periods of time.

4. Lifting/carrying up to 15 lbs. frequently and 25 lbs. occasionally.

5. Vision requirements: constant need to view small print. Frequent need to see small details and things clearly beyond arms' reach.

6. Hearing requirements: constant need to speak on telephone and/or two-way radio, respond to general public and converse with staff. Ability to hear fire alarms and emergency equipment.

NOTE:  

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to perform other job-related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.