PRO Club

  • Spa Administrative Assistant/Concierge

    Job Locations US-WA-Bellevue
    Req No.
    2018-39432
    Category
    Spa
    Type
    Full or Part Time
  • Overview

    As a PRO Club cast member, assist in the daily business operations of the Spa and Salon. Act as a Spa Concierge offering excellent customer service in all aspects as well as support the Spa Management Team in administrative projects and tasks as assigned. Provide exceptional customer service for members and guests of the Spa at PRO, while enforcing club/spa policies and procedures. Guest service is performed with enthusiasm, friendliness, and a willingness to help others. Adherence to PRO’s core values and mission statement is expected and critical to the success of The Spa.

    Responsibilities

    - Anticipates spa and salon guests unexpressed needs and concerns
    - Gives undivided attention to members, guests, and cast at all times
    - Rotates between the Spa Desk, Spa Reservation Room, Host/Hostess, and Administrative Assistant positions as needed.
    - Provides correct information on all services, programs and activities for all guests in person or over the telephone
    - Accurately signs up, checks in, and rings out members/guest for their appointments, services and products
    - Communicates accurately all information to guests in regards to his/her reservation(s)
    - Accurately inputs guest and service information when scheduling appointments; following required protocol in procedures manual
    - Provides accurate product and merchandise information to guests
    - Makes inquiries and volunteers to assist in other duties when not busy
    - Assists in inventory and re-stocking assignments as needed as well as keeping the retail area neat and clean
    - Answers all Guest and Cast questions in a friendly and professional manner
    - Provides accurate and timely follow through with guest and cast requests
    - Reports any unprofessional behavior from guest or cast member to management
    - Attends monthly department meetings
    - Provides guest(s) with a tour of spa when available
    - Remains calm and professional when handling guest opportunities and owns these opportunities to completion with proper follow up
    - Prepared to assist in ordering and serving items from the Bistro/Café as requested by Spa guests
    - Ensures PRO non-members/guests give credit card information to hold any Spa/Salon appointment
    - Receives and directs telephone calls to appropriate departmental personnel
    - Makes copies of forms ensuring each spa area is prepared daily
    - Prepare and restock brochures with down time
    - Prepare confirmation calls to be sent out each day, locker assignments, and First Time Guest promotions
    - Ability to work efficiently and professionally in an unsupervised environment
    - Keeps workstation clean and free of personal items
    - Always keeps facility clean and tidy to ensure facility Show Readiness
    - Performs daily opening and closing tasks in all areas of the spa
    - Keeps locker room and lounge areas neatly stocked with robes, towels, beverages and snack throughout the day
    - Assists Spa Management
    - Works collaboratively with the other Administrative Assistant on tasks and projects
    - Provides accurate and timely follow through with management, provider and guest requests
    - Corresponds with all Spa cast members politely and professionally
    - Is flexible with schedule when requested in advance
    - Maintains Spa Training and Absent/Tardy Calendars
    - Supports all education by creating and updating service provider and concierge training manuals when applicable
    - Set up new Spa and Salon cast members and complete New Hire folder and checklist
    - Coordinates models for new hires, basic and advanced training
    - Supports business with ensuring scheduling efficiencies for Spa and Salon service providers
    - Pick up and distribute incoming mail daily
    - Supports Spa Management with service provider schedule changes, breaks, trainings, vacations and time off requests in CSI and Calendar
    - Completes absent, sick, and tardy forms daily
    - Maintain accurate payroll information for service providers, verify time punches, training and missed punches in Attendance Enterprise
    - Assist with floral order requests for guest and staff.
    - Assist with bi-monthly payroll
    - Ensures pay ratio accuracy entering in bi-monthly payroll packets and scanning into system.
    - Maintains accurate room and station assignments based on provider schedules
    - Creates Weekly Warm Up and attendance sheet, coordinates Warm Up schedule and monitors attendance
    - Oversees digital, armoire and station signage distribution
    - Keep all department reports, cast member information and licenses current
    - Maintains anniversary and birthday dates of cast, add to management calendars and update as necessary
    - Prepares Spa Management weekly updates meeting agendas and follows through on action items
    - Maintains internal Spa contact sheet
    - Maintains Provider HIPAA certifications
    - Ensures office is show ready at all times to include files, cabinets and storage areas
    - Marks out providers for trainings, meetings, and reviews
    - Places weekly office supply orders as needed for Spa and Salon
    - Assists with scheduling and preparing provider information in detail for cast member reviews
    - Prepares agendas, order food, manage departmental contests
    - Coordinates travel reservations as necessary
    - Participates in Spa Events and supports in planning and implementation
    - Assists in creating Moments of Magic
    - Assists with guest opportunities and service recoveries
    - Documents service recoveries in tracking log
    - Records and distribute PRO Best Rewards for service provider teams quarterly
    - Enters Concierge cast monthly tallies for PRO Best Rewards
    - Maintains copies of forms for providers
    - Reconciles and files receipts for administrative accounts
    - Updates all quick reference sheets for Concierge team
    - Maintain Spa marketing orders
    - Track and maintain all Brilliant Distinction and Skin Ceuticals Points
    - Reconcile Food & Beverage account at month end
    - Supports managers with assigned projects
    - Assists with other duties as assigned by management

     

    Hourly Compensation: $14.25 - DOE

    What we offer:
    -Full Time: Paid Time Off
    -Full Time: Medical/Dental/Vision benefits
    -Full Time: Wellness Program
    -Paid Sick Leave
    -401(K) with a company match
    -Free club membership to all three facilities (two for full time)
    -Discounted merchandise, group fitness class, personal training, spa products & services, and much more
    -Reward program for excellent customer service
    -Opportunities to win trips to Disney World and Disneyland
    -Continuing education reimbursement (stipulations apply)

    Qualifications

    - Post Secondary Education Preferred
    - Administrative/Secretarial Experience Preferred
    - Customer Service Experience Required

     

    PRO Club is an Equal Opportunity Employer and a Drug and Nicotine Free Business. Please visit our website at http://www.proclub.jobs to apply.

     

    Revision Date: 12/3/2018

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