[RWDHA] - Wellness Coordinator

Our Associate Experience

We offer a thoughtfully designed associate experience that supports your wellbeing, growth and life beyond work. This includes:

• A competitive salary and benefits package
• High-quality associate accommodation in prime locations in the heart of Lusail and the Pearl
• A birthday day off (because your milestones matter!)
• Personalized development plans and continuous learning opportunities to support your career journey

Your Role

General Duties

• Meet and greet guests and members to Asaya, creating a professional atmosphere.
• Be proactive in upselling further services and the facilities.
• Guide clients on Asaya experiences that best suit them and be knowledgeable on all Asaya services.
• Be knowledgeable on the products to support the therapists and retailing to clients.
• Process payments and complete appropriate paperwork.
• Process voucher purchasing, bookings and redemption.
• Arrange product displays and ensure the presentation of department particularly in the reception area will be neat, clean and tidy.
• Help maintain all the facilities within Asaya.

Coordinator Duties

• Handle administrative tasks such as scheduling wellness services, maintaining calendars, booking rooms, and preparing materials.
• Serve as the first point of contact for internal wellness inquiries and coordinate communications.
• Support data collection for wellness metrics and ensure confidentiality and compliance with privacy regulations.
• Maintain and organize client records, treatment logs, intake forms, and follow-up notes.
• Monitor spa inventory, wellness supplies, and ensure timely reordering in collaboration with the Wellness Manager.
• Support the promotion and communication of wellness packages, workshops, and seasonal offers.
• Prepare daily reports, attendance logs, and client feedback summaries.
• Process payments, generate invoices, and ensure accurate billing and recordkeeping.
• Assist with vendor coordination and wellness practitioner scheduling.
• Uphold cleanliness, order, and confidentiality in line with spa protocols and health regulations.

Concierge Duties

• Answer calls within three rings with the appropriate greeting.
• Ascertain the type and time of Asaya service desired and book the most suitable time according to therapists and practitioners appointment schedule with the inclusion of offering additional treatments.
• Ensure all prudent information is taken with each booking to be able to reconfirm contact with the guests if needed.
• Offer an orientation of the facilities to all first‑time guests and members as per standard procedure advising them of services, facility rules and any other prudent information.
• Group enquiries, press and VIP booking details should be taken and passed on to the Director of Wellness/ Assistant with full contact name, telephone/email and details of date and nature of booking enquiry.
• Be alert and utilize permanent staff during their Rota hours to maximize time and profitability.

Payments

• Ensure correct payment is taken and processed after appointment completion with relevant paperwork completed to ensure daily banking balances.
• Ensure gift vouchers are sold with corresponding paperwork and payments completed so that when redemption of the voucher happens all paperwork would match.
• End of day, cash up to ensure all services provided are accounted for and charged; credit card, cash and room charges taken; balances with no discrepancies and are safely deposited in accordance with the hotel cash handling policy.

Other Duties

• Ensure the department has a sufficient stock of towels and amenities. Collect deliveries from purchasing or other departments as necessary.
• Ensure dirty linen is taken to laundry and new clean items are collected regularly.
• Follow correct manual handling such as using a trolley when moving goods.
• In the event the fire alarm is activated, ensure the whole department is notified in a calm efficient manner to evacuate to the designated point in accordance with the hotel policy.

Communication

• Maintain effective communication both within the team and with the Director of Wellness to ensure smooth running of the department and keeping well informed of any issues/ queries that may arise.
• Report any complaints to the Director of Wellness or assistant when appropriate.
• Liaise with other departments when needed to ensure good communication across the hotel.

Training

• Assist in training and development of colleagues as required.
• Attend all training courses as and when required.