Massage Services Coordinator

Our Mission

To offer a haven for personal renewal in the Scandinavian age-old tradition where body and mind find peace.

Vision

To be recognized as the best relaxation experience in Canada while providing a meaningful workplace that encourages a balanced lifestyle.

Fundamental Values

Authenticity: we are welcoming and genuine. With the simplicity and quality of the experience we offer, we lead by staying true to the Scandinavian tradition through our locations, materials, and scents.

Team Spirit: we communicate, display empathy and work in a family spirit. We approach change in a positive way, are always willing to help, and rally around common goals.

Professionalism: we anticipate our guest needs and go above and beyond their expectations, we are experts, we perform at the highest level, we lead by example, are accountable and deliver great results.

Expectations

The Massage Coordinator is responsible for supporting the Massage Services Manager, Massage Practitioners and the Reservation team with the day-to-day needs of the Massage Department.

Salary - $50,000

Tasks & Responsibilities:

Massage Scheduling

• Support the Massage Services Manager in managing massage capacity levels.
• Adjust or alter Massage Practitioner schedules based on contract agreement.
• Execute massage shift exchanges.
• Track off-season and vacation requests and communicate them to the Massage Services Manager.
• Maximize massage revenue by ensuring efficient use of therapists and room availability.
• Communicate any immediate changes to therapist availability with the Reservation Team Leads, Senior Guest Experience Supervisor and Guest Experience Manager.

Administrative duties

• Organize and maintain therapist records of insurance, business license, WorkSafe BC documentation and all other required certificates.
• Track and prepare massage booking data for reports.
• Coordinate with insurers and therapists for release of record claims.
• Maintain and monitor operating systems and integrated applications – e.g. Creating and updating users in our operating platform, Zenoti
• Ensure monthly data input is completed in a timely manner.
• Assist with the filing, processing, auditing and distributing gratuities.
• Maintain up-to-date administrative files for all Massage Practitioners.

Recruitment

• Support recruitment efforts by handling administrative tasks in collaboration with the Massage Services Manager.
• Facilitate first-day administrative orientation for new Massage Practitioners (virtual or on-site as required).
• Create administrative files and ensure documentation is complete and properly tracked.

Massage Practitioners Liaison

• Support Massage Practitioners daily with operational and administrative requirements.
• Assist with communicating procedural updates or announcements as needed.
• Connect and relay Massage Practitioners' feedback to the Massage Services Manager.

Other Responsibilities

• Assist the Massage Services Manager in maintaining a clean and professional workspace.
• Daily and weekly walkthroughs to ensure the workspace and equipment are up to standard.
• Monitor inventory levels, place orders for required stock items, and plan future purchasing according to budget.
• Replenish stock in the Pavilion and break room.
• Work with the Massage Services Manager to identify and execute Massage Pavilion improvement plans in accordance with the allocated budget.
• Maintain the Massage Services Operations Manual and updating them as directed by the Massage Services Manager.
• All other tasks requested of you for the smooth and efficient function of the Scandinave Spa Whistler.

This role is a Hybrid position; in person work at Scandinave Spa Whistler will be required to support on-site responsibilities.

Prerequisites:

• Experience in a customer service environment is required.
• Experience in a leadership role required.
• Proficient with Microsoft Word, Excel, Outlook, Forms; comfortable working with scheduling platforms (Zenoti experience an asset).
• Excellent organizational and administrative skills with strong attention to detail.
• Strong interpersonal and problem-solving abilities, with the ability to work effectively with a large team of contract practitioners and staff remotely.
• Ability to prioritize tasks in a dynamic environment.
• Professional communication skills and ability to work independently with minimal supervision.
• Must be able to work weekends and holidays, as well as a variety of shifts (AM/PM) based on business needs.
• Clear criminal record check.