Wellness Administrative Coordinator

Rancho Valencia Resort & Spa•Rancho Santa Fe, CA

32d

About The Position

The Wellness Administrative Coordinator provides essential administrative and operational support to the Director of Wellness and the leaders of the Spa, Fitness, and Racquet departments. This highly organized and proactive individual plays a key role in streamlining communication, managing recurring backend processes, and ensuring consistency across all areas. Core responsibilities include purchasing and invoice tracking, payroll support, internal scheduling logistics, interdepartmental communication, inventory coordination, and training documentation. This role also supports project tracking, guest experience tools, and vendor management tasks. The Wellness Administrative Coordinator works cross-functionally to enhance workflow, assist leadership teams, and help maintain operational excellence across all wellness departments.

Requirements

2+ years administrative, operations, or hospitality experience.
Proficient knowledge in computer applications.
Strong attention to detail and organizational skills.
Excellent written and verbal communication.
Ability to manage multiple priorities in a fast-paced service environment.
Strong understanding of or interest in spa, fitness, and/or racquet operations preferred.
Valid California Driver's License
Ability to work under own initiative in a fast-paced environment.
Strong interpersonal skills.
Proficient with all Microsoft Office programs.
Ability to maintain discretion and confidentiality of all guests and hotel information

Responsibilities

Process and track purchase orders and invoices across Spa, Fitness, Racquet and Retail departments.
Manage and distribute inventories of guest supplies, uniforms, and linens.
Ensure back-of-house spaces, including stockrooms, remain clean, organized, and well-maintained.
Maintain departmental checkbooks and assist with General Ledger preparation tasks.
Support payroll-related functions for specific departments as assigned.
Input in-house guest preferences and dietary restrictions into the booking system.
Organize provider scheduling documents and support shift coverage communication.
Assist with onboarding processes, including user requests, uniform ordering and distribution, training schedules, locker assignments and orientation scheduling.
Liaise with Accounting and Engineering for routine administrative support; act as the primary liaison between Spa and Maintenance. Maintain a tracking system to monitor engineering requests and ensure timely resolution through the system.
Assist with planning, logistics, and follow-up for wellness events, member mixers, and spa promotions.
Maintain shared calendars and departmental task trackers for ongoing projects.
Attend assigned meetings to support communication and alignment across departments.
Participate in cross-department walkthroughs and follow up on assigned action items.
Maintain a professional appearance and demeanor in all guest and team interactions.
Foster a collaborative and respectful work environment across departments.
Monitor and maintain accurate membership databases to ensure records are up to date and aligned with department needs.
Maintain and update resort reference documents such as phone lists, provider qualification sheets, and treatment overview guides.
Create and edit basic spreadsheets, presentations, and internal documents as requested.
Actively participates in safety programs, abiding by all injury reporting and safety behavior requirements.
Participates in and supports Hotels’ efforts towards sustainability initiatives.
Perform other duties as directed or assigned by leadership.