Spa Group Coordinator at The Elms Hotel & Spa – Excelsior Springs, Missouri

The Spa Group Coordinator is responsible for managing all aspects of group bookings and special events at the spa, ensuring an exceptional and seamless experience for guests. This role requires a high level of organization, communication, and attention to detail, as well as the ability to liaise effectively between guests, spa therapists, and other departments.

• Group Booking Management

  • Coordinate all group spa reservations, including bridal parties, corporate groups, wellness retreats, and other special events.

  • Manage the group calendar to avoid scheduling conflicts and ensure appropriate staffing.

  • Create customized spa itineraries and schedules for group bookings.

• Client Liaison

  • Act as the main point of contact for group clients before, during, and after their visit.

  • Provide timely responses to inquiries, prepare proposals, confirm bookings, and follow up on post-visit feedback.

  • Offer personalized service to enhance the guest experience, including suggestions for enhancements and amenities.

• Communication & Coordination

  • Liaise with the Spa Manager, Front Desk, Therapists, Housekeeping, and Food & Beverage teams to coordinate logistics.

  • Ensure all departments are aware of group needs, preferences, and schedules.

  • Communicate special requests, dietary restrictions, and other considerations.

• Administrative Duties

  • Maintain accurate group records and reports using the spa reservation system.

  • Prepare group invoices, process payments, and ensure proper billing.

  • Track and report on group sales metrics.

• Guest Experience

  • Greet and escort groups upon arrival, ensuring all needs are met.

  • Provide a warm, professional, and welcoming environment for all spa guests.

  • Handle any complaints or issues with professionalism and resolve them promptly.

• Previous experience in spa, hospitality, or event coordination preferred.

• Strong communication and interpersonal skills.

• Exceptional organizational and multitasking abilities.

• Proficiency in spa booking software (e.g., SpaSoft, Mindbody, Book4Time) and Microsoft Office Suite.

• High attention to detail and a proactive approach to problem-solving.

• Ability to remain calm and professional under pressure.

• Flexible schedule, including availability on weekends and holidays.