Full-time Treatments Scheduling Coordinator

Job Description

Full-time Treatments Scheduling Coordinator at Thermea spa village

We have taken the spa experience and transformed it into a wellness village. Thermea spa village is familiar, feels like home and allows its guests to escape the hectic pace of modern life. Our spa village is the first of its kind, with state-of-the-art installations and at its core, buildings reminiscent of a distant past, when life was strongly connected with nature and steeped in traditions. Our spa village, a twist on traditional spa culture, combines unique experiences inspired by rituals found around the globe with a distinctively Canadian character—a peaceful hideaway for our guests, not too far from home.

We have a current opening for an Treatments Scheduling Coordinator

It takes a village, join us.

We pride our community on being one of the warmest and most welcoming—and, our guests truly do appreciate it. We go out of our way to provide excellent care to our guests, as well as our artisans.

We are seeking a passionate Scheduling Coordinator in Whitby, Ontario to join our village.

Find your place at Thermea spa village.

What We Stand For

Our mission is to give our guests a moment's rest by offering them refuge, away from the pressures of modern life where they may rediscover their own well-being and, as a result, live a happier and longer life. Your role as an artisan of our spa village is to cultivate peace. We are passionate and dedicated team players here at Thermea spa village. Always enthusiastic, helpful, conscientious, discrete—and most of all, respectful. We deeply care about everyone—guests and fellow artisans alike—in our wellness village.

What We Need

Under the direction of the Manager, Massage & Treatments, the Treatments Scheduling Coordinator is responsible for scheduling and supporting the administrative needs of all massage therapists and estheticians while respecting availability and operational needs for the coming months; in accordance with established protocols.

You will support the elevation of our culture through the lens of our pillars: The best in wellness | The feeling of somewhere else | A trouble-free experience | In a natural state.

What You'll Do

Assist in the maintenance of the administrative files of the self-employed workers: creation of computer access and files with the accounting department;
Assist in the programming of the schedules of all Massage Therapists and Estheticians, taking into account the availability of workers and operational needs for the coming months;
Monitor schedule changes (additions and deletions) and find solutions to cover emergencies and shortfalls;
Contacting guests to reschedule/cancel
Assist and support the management in maximizing the occupancy of the massage rooms;
Follow up on various emails and administrative requests (time-off, insurance, etc.)
Enter scheduling data into SpaBooker with a sense of precision and promptness
Participate in the continuous improvement of departmental processes and procedures
Follow up with the accounting department for billing purposes;
Processing RMT receipts for guests
Perform other related duties.

Profile needed

In order to be successful in this position, you should have the following:

Preferred education or equivalent experience in Hospitality, Health Administration, or Data Management; (JS7)
One (1) year experience in managing schedule building and input for large teams;
Experience in customer service
Excellent MS Office skills (Excel, Word, Outlook);
Strong ability to manage back-end data entry;
Excellent verbal and written communication and interpersonal skills;
Possess a good sense of organization, planning and monitoring, solution focused mindset, as well as great professional rigor;
Ability to analyze and manage priorities;
Have a positive attitude, resourcefulness, and calm under pressure;
Respect confidentiality and discretion;
Enjoys logic puzzles and problem-solving games;
Experience with SpaBooker or treatment/service focused software would be an asset.

When

You will work 40 hours per week (weekends and holidays required).

Compensation

Annual compensation for the role is expected to be in the range of $40,000-$70,000
Free Thermal Experience *
Health Insurance *

How

Send us your resumé and cover letter by clicking 'Apply' below.

At Thermea spa village we are committed to fostering an inclusive, accessible environment, where all employees and guests feel valued, respected and supported. Accommodations are available upon request for candidates throughout the hiring process. If you require an accommodation, we will work with you to meet your needs.

The use of AI may be applied during the recruitment process only to provide an overall job suitability score. It will not be used to choose or discard applicant