Guest Experience Coordinator

Nirvana Wellness Medspa & Beauty•Philadelphia, PA

5d•Onsite

About The Position

This is more than a front desk position—it's your opportunity to create unforgettable first impressions at one of Philadelphia's most exciting luxury wellness destinations. Nirvana is entering an exciting new chapter as we prepare to open our brand-new flagship wellness destination in September 2026. Designed to redefine self-care in Philadelphia, our new space will bring together luxury aesthetics, advanced skincare, therapeutic massage, wellness and recovery services, beauty, and holistic experiences—all under one stunning roof. We're looking for a polished, professional, and dependable Guest Experience Coordinator to join our award-winning team. As the first and last person our guests interact with, you'll play an essential role in creating an exceptional experience from the moment they walk through our doors until they leave feeling refreshed, cared for, and excited to return. If you thrive in a fast-paced environment, enjoy building relationships, and love helping people feel their best, we'd love to meet you.

Requirements

Minimum of 2 years of customer service, front desk, concierge, hospitality, or client care experience, preferably in a luxury spa, med spa, wellness center, salon, luxury retail, or hospitality environment.
Outstanding communication skills, both in person and over the phone.
Strong organizational skills with exceptional attention to detail.
Comfortable multitasking in a fast-paced environment while maintaining professionalism and accuracy.
Experience using scheduling software and point-of-sale systems, or the ability to quickly learn new technology.
A natural ability to connect with guests, build trust, and create meaningful relationships.
Confidence educating guests on services and encouraging future appointments through relationship-based recommendations.
Positive attitude, polished appearance, dependable work ethic, and a team-first mindset.
Passion for wellness, skincare, aesthetics, and delivering exceptional guest experiences.
Reliable availability for scheduled part-time shifts, including evenings and weekends.

Nice To Haves

Experience with Spa, salon, med spa, or wellness operations
Membership, retail, or service sales
Client retention and rebooking strategies
Scheduling and point-of-sale software

Responsibilities

Welcome every guest with warmth, professionalism, and genuine hospitality.
Answer incoming calls, respond to inquiries, and assist guests with scheduling and service recommendations.
Schedule appointments accurately and efficiently while optimizing provider schedules.
Confirm upcoming appointments and help manage the daily flow of the spa.
Check guests in and out while ensuring a seamless, luxury experience.
Educate guests on available services, wellness offerings, memberships, and retail products.
Encourage and secure future appointments by confidently recommending rebooking opportunities that support long-term client relationships.
Support providers by maintaining an organized, efficient, and welcoming front desk environment.
Process payments accurately and maintain detailed client records.
Assist with daily opening and closing responsibilities.
Help maintain a calm, polished, and inviting atmosphere, even during busy periods.
Work collaboratively with the entire team to deliver an exceptional guest experience.