Coordinator

Socket.dev; Chelsea; On-site; CAD 42,000 - 54,000; Full time

Job summary

Nordik Spa Village in Chelsea, QC is seeking an Administrative Coordinator to provide organizational and operational support to the director of operations and Administration teams. You will coordinate internal communications, organize meetings and events, and manage various administrative tasks that contribute to the smooth running of the site.

You will act as the primary contact for internal and external stakeholders and contribute to a seamless experience for artisans, leaders, and VIP guests.

Qualifications

• Minimum of 1–3 years in an administrative role, preferably hospitality or wellness.
• Excellent organizational skills and ability to manage multiple files simultaneously.
• Fluent in French and English.

Responsibilities

• Provide administrative support to the director of operations, including calendar management and daily briefings.
• Place stationery and coffee orders for Administration.
• Provide ad hoc administrative support to operations, including measurements and validations.
• Assist with CRM testing as needed.
• Greet VIP guests and influencers, prepare client files and manage check-in.
• Coordinate Loge 19 bookings and liaison with corporate team for Lofts.
• Coordinate communications and posts for leaders and artisans (emails, Viva Engage).
• Update wayfinding signage and print 11 x 17 materials on site.
• Collaborate on producing La Gazette du Village.
• Share promotional codes and criteria with teams.
• Create visual content in Canva for posters and tools.
• Handle menus layout/printing, reprints as needed.
• Open and follow up on Websynco tickets with relevant teams.
• Attend bi-monthly product meetings.
• Record notes from technical service meetings and ensure follow-up.
• Coordinate Family Discovery days and internal events.
• Support planning and logistics of on-site photo shoots.
• Assist directors with organizing weekly meetings.
• Participate in audit debriefs and ticket creation.
• Prepare PowerPoint for monthly leadership meeting with marketing team.

Skills

Organizational skills

Initiative

Bilingual French-English

Team collaboration

Customer service

Discretion

Multi-tasking

Stress management

Tools

Microsoft Office

ClickUp

Canva

Job description

Nordik Spa Village

For those who dream of being somewhere else, Nordik Spa Village is a haven of well-being. Offering the largest selection of experiences dedicated to the well-being of body and mind in North America, Nordik Spa Village lets you reconnect with the elements, with others, and with yourself. It offers a refuge from modern life and the chance to give life a moment of respite.

Join us!

When you work at Nordik Spa Village, you don't just gain a job, you find a family. We are proud that our community is one of the warmest and most welcoming, and our guests truly appreciate it. We do everything we can to provide excellent care to our clientele and ensure the well-being of our employees, who are our artisans.

Who we are

Our mission is to give our guests a moment of respite by offering them a refuge from the pressures of modern life, where they can 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. Here at Nordik Spa Village, we form a passionate and dedicated team. We are always enthusiastic, helpful, conscientious, discreet and, above all, respectful. We care deeply about every guest and fellow artisan in our wellness spa.

What we’re looking for

We are looking for a coordinator who will play a key role in providing administrative and operational support to the director of operations and the Administration department teams. You will coordinate internal communications, organize meetings and events, and manage various administrative tasks that contribute to the smooth running of the site. You will act as the primary point of contact for several internal and external stakeholders, and actively contribute to a seamless experience for artisans, leaders and VIP guests. You will also take part, as needed, in organizational projects and files.

What you’ll do

• Provide administrative support to the director of operations, including calendar management, preparing the daily briefing and coordinating the daily scrum;
• Place stationery and coffee orders for the Administration department;
• Provide ad hoc administrative support to operations, including taking measurements, inventories and various validations;
• Take part in testing the customer relationship management (CRM) system, as needed;
• Handle the welcome of VIP guests and influencers, including preparing the client file, prior communications, locker assignment, check-in and site presentation;
• Prepare engraved bottles intended for VIPs, influencers and new employees;
• Manage Loge 19 bookings (meeting rooms and rooms), including communications and sending access codes, as well as coordination with the corporate team for the Lofts, as needed;
• Coordinate communications and posts intended for leaders and artisans, including emails and posts on Viva Engage;
• Update and post directional signage (wayfinding) on site, including 11 x 17 format printing;
• Collaborate on the production of La Gazette du Village;
• Communicate promotional codes and their application criteria to teams;
• Take part in creating visual content in Canva, such as posters and other communication tools;
• Handle the layout and printing, or reprinting, of menus;
• Open and follow up on tickets related to Websynco as well as products and design, in collaboration with the relevant teams;
• Take part in bi-monthly product meetings;
• Follow up on technical service meetings by relaying information to stakeholders, taking notes and ensuring follow-up communications;
• Coordinate "Family Discovery" days as well as various internal events;
• Support the planning and logistics of photo shoots held on site;
• Assist directors with organizing weekly meetings;
• Take part in audit debriefs and the creation of resulting tickets;
• Organize the monthly leadership meeting and the leaders' 5 à 7, including preparing the PowerPoint presentation in collaboration with the marketing team, logistical planning and hosting (Kahoot);

Desired profile

• Minimum of one (1) to three (3) years of experience in an administrative role, ideally in the hospitality, tourism or wellness field;
• Excellent organizational skills and a strong ability to manage several files simultaneously;
• Sense of initiative, autonomy and attention to detail;
• Excellent communication skills (oral and written) in French and English;
• Ability to work with different teams and internal and external stakeholders;
• Proficiency in the Microsoft Office suite and comfort with digital project management tools (e.g., ClickUp) and graphic design tools (e.g., Canva);
• Discretion and professionalism in handling confidential information;
• Customer service-oriented approach and concern for the employee and guest experience;
• Ability to work effectively in a dynamic, ever-changing environment;

Salary

According to the current salary scale, plus the benefits associated with Nordik Spa Village.

Work schedule

• Full-time position (40 h/week) with a variable schedule (mainly days, with occasional evenings, weekends and public holidays).
• This position is a temporary contract for a duration of 6 months