Lead Front Desk Coordinator

Botanic Face & Body Spa; Town of Greenburgh (NY); On-site; USD 42,000 - 66,000; Full time

Job summary

Botanic Face & Body Spa is seeking a Lead Front Desk Coordinator to join our luxury boutique team. You will be the first and last touch of the guest experience, ensuring every detail reflects our elevated standards.

You will manage appointment bookings, confirmations, and daily front desk operations, while liaising with the founder and CFO to maintain a calm, seamless guest journey in a sophisticated spa setting.

Qualifications

• Minimum 2 years in spa, hospitality, or wellness front desk roles.
• Proficient with Mac OS and iPhone OS; comfortable texting/emailing from MacBook/iPhone.

Responsibilities

• Greet guests warmly and set the tone for their visit.
• Oversee check-in/check-out and booking flow with meticulous attention to detail.
• Maintain a serene front desk, lobby, and retail area to uphold boutique standards.
• Coordinate daily opening/closing procedures and ensure smooth guest transitions.
• Support spa technicians and front desk teams for seamless service delivery.
• Manage client records, gift cards, and daily reports with accuracy.

Skills

Client-facing experience

Scheduling experience

Boutique hospitality front desk

Tools

MindBody

Boulevard

Meevo

Mac OS

Asana

Job description

Lead Front Desk Coordinator at Luxury Boutique Spa

Job Description

MUST have a minimum 2 years of client-facing experience and scheduling. Comfortable texting and emailing with MacBook & iPhone OS. Days of operation: Thursday, Friday, Saturday, Sunday, & Monday.

As our Lead Front Desk Coordinator, you are the first impression and final touch of the guest experience — a polished, grounded presence that ensures each guest feels seen, welcomed, and cared for from the moment they arrive.

This role blends refined hospitality with operational precision. You are not only the heartbeat of our front desk, but a steady support to the spa's daily rhythm — managing the guest journey and upholding the elevated standards of our boutique spa environment.

As a boutique spa, you will work closely with the founder and CFO.

Luxury Guest Experience

• Greet each guest with warmth, poise, and a sense of calm, setting the tone for their visit.
• Provide seamless, thoughtful service throughout the check-in, check-out, and booking experience.
• Respond to guest needs, special requests, and concerns with grace, discernment, and professionalism.
• Educate guests on services, upgrades, and our skincare product lines.

Daily Front Desk Operations

• Oversee appointment booking, confirmations, and schedule flow with exceptional attention to detail.
• Maintain a serene and immaculate front desk, lobby, and retail environment.
• Conduct regular bathroom checks — ensuring it is pristine, fully stocked, and sensorially in line with our spa experience.
• Manage light cleaning and tidying as needed to support the spa's ambiance and flow.
• Monitor aromatherapy diffusers and music to ensure a consistently soothing atmosphere.
• Linens: folding, restocking, and running efficient wash cycles.
• Beverage bar maintenance.

Opening & Closing Excellence

• Carry out daily opening procedures: lobby and treatment room setup, music, lighting, refreshment station, and readiness checks.
• Perform end-of-day closing: guest follow-up notes, room resets, spa shutdown, and secure lock-up.

Leadership & Team Support

• Lead the front desk by modeling calm professionalism and attentiveness.
• Liaise between spa technicians and front desk to ensure seamless transitions and timely service flow.

Retail & Client Records

• Confidently manage POS transactions, gift cards, returns, and daily reports with accuracy.
• Support retail sales by sharing product knowledge.
• Maintain accurate and private client records; ensure guest notes are complete for a personalized return visit.

Who You Are

• Organized and capable of following detailed instructions.
• You bring 2+ years in spa, hospitality, or wellness front desk experience, ideally in a boutique or luxury setting.
• You're a natural host — attentive, gracious, and polished.
• You're skilled at multitasking calmly and always thinking one step ahead.
• You're familiar with spa booking software systems (e.g. MindBody, Boulevard, Meevo) or eager to learn.
• You're invested in wellness and take pride in supporting a serene, elevated environment.
• Proficient in Mac OS, Google Docs, iPhone (Asana Software is a plus).
• Punctual, reliable, and flexible with scheduling according to business needs.
• Non-smoking only.