Overview
The Groups Coordinator is a role responsible for supporting the growth and seamless execution of spa group business while providing exceptional front desk and guest service support.
This position serves as a key point of contact for group bookings, celebrations, corporate wellness experiences, hotel partnerships, and special events, coordinating details from initial inquiry through the guest experience and follow-up. When not actively managing group business, the position will support the daily operations of the Spa Reception Desk, including guest check-in and check-out, appointment scheduling, retail support, telephone and email communication, and overall guest experience.
The ideal candidate is highly organized, proactive, polished, and comfortable balancing sales, coordination, and luxury hospitality responsibilities in a fast-paced environment.
Responsibilities
Groups & Events
Serve as the primary point of contact for spa group inquiries and bookings.
Respond promptly and professionally to group inquiries via phone, email, and in-person communication.
Coordinate spa experiences for corporate groups, bridal parties, birthdays, celebrations, hotel groups, VIPs, and other special occasions.
Work closely with the Spa Director and hotel teams to develop and execute group experiences that align with Nob Hill Spa standards.
Coordinate treatment schedules, services, amenities, retail, food and beverage, private spaces, and other group requirements.
Prepare and maintain group booking details, timelines, guest lists, treatment schedules, and special requests.
Communicate group details clearly to therapists, estheticians, attendants, management, and other departments.
Conduct group walkthroughs and assist with pre-arrival planning.
Support the creation of customized spa experiences and packages based on group needs.
Assist with group proposals, confirmations, deposits, payment details, and post-event follow-up.
Maintain accurate records of group leads, bookings, revenue opportunities, and client contacts.
Identify opportunities to increase group revenue through treatment upgrades, enhancements, retail, memberships, and additional spa experiences.
Develop and maintain relationships with hotel departments, concierge teams, event planners, local businesses, corporate contacts, and repeat group clients.
Follow up with group clients after their experience to encourage repeat business and referrals.
Spa Reception / Front Desk
Provide a warm, polished, and personalized welcome to every spa guest.
Check guests in and out efficiently while maintaining luxury service standards.
Answer phones, respond to emails, and manage guest inquiries professionally.
Schedule, modify, and confirm spa appointments using the spa’s booking system.
Review treatment selections and assist guests in selecting appropriate services and enhancements.
Maintain accurate guest profiles, preferences, notes, and payment information.
Process payments, gift certificates, memberships, and retail transactions accurately.
Promote spa retail and recommend appropriate products based on guest needs.
Support daily retail merchandising, inventory awareness, and product knowledge.
Communicate treatment schedules and guest preferences to service providers.
Coordinate with therapists, estheticians, attendants, management, hotel operations, concierge, and other departments.
Assist with guest recovery and escalate concerns appropriately to management.
Maintain a clean, organized, and elevated reception and retail environment.
Support opening and closing procedures and daily spa operations.
Uphold all Nob Hill Spa, The Huntington Hotel, and Forbes-level luxury service standards.
Sales & Revenue Responsibilities
Treat every guest interaction as an opportunity to enhance the guest experience and generate revenue.
Promote appropriate treatment enhancements, retail products, memberships, gift certificates, and future appointments.
Actively support spa group sales and repeat group business.
Meet established individual and departmental sales goals.
Track group opportunities and follow up consistently to convert inquiries into confirmed business.
Partner with management to identify opportunities during slower periods, holidays, and special events.
Maintain strong knowledge of all spa services, enhancements, retail products, memberships, promotions, and hotel offerings.
Guest Experience
Anticipate guest needs and create personalized experiences.
Demonstrate confidence, warmth, discretion, and professionalism with all guests.
Recognize VIPs, repeat guests, members, hotel guests, and special occasions.
Handle sensitive guest situations with composure and escalate when appropriate.
Maintain confidentiality regarding guest information and preferences.
Consistently represent the Nob Hill Spa brand with a polished and welcoming presence.
Qualifications
Previous experience in luxury hospitality, spa, hotel, wellness, events, or guest services preferred.
Previous group coordination, event planning, sales, or spa experience strongly preferred.
Excellent written and verbal communication skills.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple priorities and deadlines simultaneously.
Comfortable working with booking, POS, email, and other hospitality systems.
Strong sales and relationship-building skills.
Professional, polished, and service-oriented demeanor.
Ability to work independently while functioning effectively as part of a team.
Flexibility to work weekends, evenings, holidays, and special events as business needs require.
Benefits
We are pleased to offer to our full-time associates a comprehensive and competitive benefits package designed to support your health, well-being, and financial future.
Medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability insurance401(k) Retirement Plan with employer matching contributions
Paid holidays
Paid vacation
Paid sick leave (provided in accordance with applicable law)
Employee assistance program (EAP)
Educational opportunities / Tuition reimbursement
Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law
For Employees Based in Washington
8 paid holidays per year
Up to 20 days of paid vacation per year, based on classification and length of service
Paid Sick & Safe Time accrues at 1 hour for every 30 hours worked, with up to 72 hours of unused time carried over from one anniversary year to the next.
For Employees Based in Colorado
8 paid holidays per year; employees working in the City of Denver receive 64 hours of designated holiday time per calendar year
Up to 20 days of paid vacation per year, based on classification and length of service
6 days or 48 hours of Paid Sick Leave per year, accrued at 1 hour for every 30 hours worked.
For Employees Based in California
8 paid holidays per year
Up to 20 days of paid vacation per year, based on classification and length of service, capped at 1.5x annual accrual rate; non-supervisory employees working in the City of Los Angeles accrue up to 22 days of Compensated Time Off, based on length of service capped at 192 hours of combined PST and CTO.
Paid Sick Time accrues at 1 hour for every 30 hours worked, unused time is carried over from one anniversary year to the next up to a maximum of 80 hours; employees working in the City of Los Angeles are provided 40 hours of Paid Sick Time annually on their anniversary, unused time is not carried over from one anniversary year to the next.
Please note that certain benefits described above for associates in Washington, Colorado, and California may vary for associates covered by a Collective Bargaining Agreement (“CBA”). For such associates, eligibility for and the terms and conditions of benefits are governed by the applicable CBA and any applicable plan documents, and may differ from the benefits described above. In the event of any conflict or inconsistency, the terms of the applicable CBA and governing plan documents will control, as applicable.
Posting Date
This job opening was posted on [10/29/2026] and will remain open for at least 75 days.
