Job Description

Job Title:

Spa Coordinator

Location:

Madison, Wisconsin, USA

Reports to:

General Manager

Benefits:

Health, Dental, Vision, Unlimited PTO (with 2 weeks' notice), & 401(k)

Employment Status:

Full-Time - Exempt

Compensation:

$45,000 base salary + tip-sharing and performance bonuses; $50,000-65,000 OTE potential based on individual and team success

Perks:

Flexible scheduling, no nights/on-call, calm spa-style environment, supportive team culture, and professional development opportunities.

About Hydrate IV Bar - Madison

We're not just a cute spa. We're a medical business built on clinical excellence, safety, and care. At Hydrate IV Bar - Madison, we combine medical precision with a spa-like atmosphere to make proactive health approachable. We're getting ready to help a lot of people in Madison, and we're looking for the right team to grow with us.

The Role

The Spa Coordinator is the welcoming face and heartbeat of Hydrate IV Bar - Madison. You create the first impression and lasting connection for every guest who walks through our doors. You greet clients with warmth and professionalism, guide them through our menu of IV therapy and wellness options, and ensure their visit flows smoothly from check-in to check-out.

In this role, you manage appointments, support our medical team, maintain a calm and inviting front desk environment, and help guests feel informed, cared for, and excited to return. You're part concierge, part brand ambassador, and part operational rockstar - helping the spa run smoothly while driving revenue and guest satisfaction.

What You'll Do

? Greet clients enthusiastically and professionally, setting a positive tone for their visit.
? Educate guests on our services, memberships, and retail products, helping them choose options that fit their wellness goals.
? Answer phones and respond to inquiries promptly and courteously, with a focus on converting calls into appointments.
? Schedule, update, and manage appointments using our CRM and booking software.
? Notify medical professionals upon client arrival and ensure smooth handoffs between front desk and clinical staff.
? Maintain an organized, welcoming, and clean front-of-house environment that reflects our brand's professional and relaxing atmosphere.
? Manage payments, close out appointments, and maintain accurate records.
? Track and reorder non-medical office supplies and retail inventory as needed.
? Support administrative tasks and assist with daily operations to keep the spa running efficiently.
? Collaborate with the team to deliver a seamless, supportive guest experience.
? Perform other duties as assigned to support the overall success of the spa.

Who You Are

? Must be a minimum of 21 years of age.

? Friendly, professional, and dependable, with a natural talent for hospitality and communication.
? Proficient in computer systems and comfortable learning scheduling, POS and CRM software.
? Excellent in both verbal and written communication.
? Skilled at building relationships and delivering great customer experiences.
? Organized, detail-oriented, and able to multitask in a dynamic, team-based environment.
? Sales-minded and confident recommending memberships, services, and retail products.
? Experience in hospitality, customer service, or wellness settings is a plus - medical experience not required.
? Prior administrative or office management experience is strongly preferred.

? Thrive in an energetic, team-based environment.

? Excellent communicator. Listen well and communicate clearly, both orally and in writing, with various audiences.
? Technically confident to learn new systems rapidly (POS, CRM, or similar).

? Use standard office equipment, computer equipment, and software including word processing, database management, spreadsheet applications, and electronic mail, plus proficiency with advanced programs such as Google Drive, Excel, Microsoft Office Suite, and Google Workspace.
? Pass all required background checks.
? Hold a valid Wisconsin driver's license and reliable transportation.
? Remain compliant with all legal and company regulations for working in the industry.
? Remain agile when faced with additional duties or responsibilities as assigned by owners.
? Use initiative and independent judgment appropriately.
? Overall strong analytical, critical thinking, and problem-solving skills.

? Still willing to apply if you don't think you match every single bullet point, but would be passionate about doing this job well.

What You'll Love

? Fun performance incentives.

? A positive, wellness-focused environment where you can grow and make meaningful connections.
? A role that blends hospitality, organization, and purpose - helping people feel better every day.
? Competitive pay and opportunities for advancement within a growing wellness brand.
? Supportive leadership, training, and a team that celebrates collaboration and care.
? A calm, comfortable workplace with flexible tasks and steady-paced days.
? Reasonable physical expectations - the role involves standing, light lifting (up to 40 lbs), and occasional computer work in a peaceful, low to moderate noise setting.

Job Type: Full-time

Base Pay: $45,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance
Work Location: In person