Spa Administrative Assistant

Location

Asheville, NC | United States

Job description

Grove Park Inn

The AAA Four-Diamond Grove Park Inn is noted for understated elegance and southern charm; ten U.S. Presidents and countless luminaries from the worlds of art, entertainment, sports and politics have stayed at this hotel. The property offers sweeping views of the Blue Ridge Mountains, delectable restaurants, a Donald Ross golf course, tennis and fitness center, award winning spa and spacious convention facilities.

Omni Grove Park Inn’s associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, the Omni Grove Park Inn may be your perfect match.

The Spa Administrative Assistant is responsible for overseeing The Spa’s scheduling software system, group sales, staff scheduling for the pro staff, media and VIP visits. The Spa Administrative Assistant will work closely with the Spa Coordinator and Manager of Professional Services. 

• Be available to assist the Spa Front Desk Agents as needed.
• Handle all incoming calls and emails related to spa bookings more than 24 hours out.
• Assist in Resort Suite guest bookings occurring more than 24 hours out. This includes but not limited to:
  • Ensuring all bookings are correct and confirmed.
  • Booking, maintaining, and canceling system “Holds” as business dictates, while ensuring breaks are released or converted to system “Holds”.
  • Handling VIPs and special requests from EC members
• Assisting in the spa profitability within Resort Suite including but not limited to:
  • Covering bookings for Service Providers on LOAs and on extended days off after schedules have been released.
  • Editing shifts/patterns already in the system based on Service Providers restrictions.
  • Managing purple switch forms
  • Managing blue forms
  • Updating Special Event blocks
• Schedule practicals as apparent on weekly professional staff schedules and maintain database of recipients.

• Coordinate communication and help promote of all Spa services, packages, promotions and retail products presently offered by The Spa.
• Accurately book, change and cancel appointments.
• Participate in Quality Assurance Program, such as MOSs.

• Manage the audit item, such as daily folders, open folios, discount, cancelations, and void reports.
• Assisting other Spa Coordinators/Schedulers with group business, including but not limited to:
  • Handling initial inquires from the group and gathering all pertinent information for the Group Sales Coordinator.

• Strong keyboard skills preferred.
• Must be able to analyze situations and make decisions that meet and exceed the expectations of the hotel.
• Ability to learn and master multiple software systems required.
• Strong working knowledge of Microsoft Excel.
• Must be organized with the ability to handle multiple tasks.

• Excellent verbal and written communication skills. Associate will communicate directly with internal and external guests along with individual departments.
• Excellent computer skills, with an emphasis on accuracy.
• Self-motivated, able to work independently, possess exemplary telephone skills, detail-orientated, highly organized and great people skills.

Omni Hotels & Resorts is an equal opportunity employer. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Poster and the following link is the  OFCCP's Pay Transparency Nondiscrimination policy statement 

Job tags

Salary