Client Experience Coordinator
Organic Elements Wellness Spa | Medford, Oregon
Join an Award-Winning Wellness Spa
Since 2012, Organic Elements Wellness Spa has been committed to creating exceptional experiences for every guest who walks through our doors. We are seeking a Client Experience Coordinator who is passionate about customer service, thrives in a fast-paced environment, and enjoys being an essential part of a collaborative team.
This is not a traditional receptionist position. You will be responsible for creating an outstanding client experience from the first phone call through checkout while helping keep the entire spa running efficiently.
Position Details
- Part-time (approximately 25 hours per week)
- 4–5 shifts per week
- Must have open availability and be able to work weekdays, evenings, and weekends as needed
- Hourly wage based on experience, plus multiple commission opportunities.
We Are Looking for Someone Who:
- Has previous experience working in a spa, medical spa, salon, wellness center, hospitality, or customer service environment.
- Has experience using Mindbody software (strongly preferred).
- Enjoys building relationships with clients and creating exceptional guest experiences.
- Is confident recommending retail products and memberships.
- Learns new technology quickly.
- Is highly organized and detail-oriented.
- Can multitask efficiently while maintaining accuracy.
- Remains calm and professional during busy periods.
- Takes initiative and solves problems independently.
- Communicates professionally both in person and over the phone.
- Is dependable, punctual, and accountable.
- Takes pride in maintaining a clean, organized, luxury environment.
Daily Responsibilities
- Welcome every guest with warmth and professionalism.
- Answer multiple incoming phone calls while assisting guests at the front desk.
- Schedule appointments accurately using Mindbody.
- Verify client information and maintain accurate records.
- Collect credit cards on file according to spa policies.
- Process memberships, gift cards, retail purchases, and service payments.
- Ensure client intake forms and waivers are completed before appointments.
- Support therapists and estheticians by keeping schedules running smoothly.
- Recommend home care products and educate clients on retail offerings.
- Respond promptly to phone messages, emails, and text inquiries.
- Assist with daily opening and closing responsibilities.
- Help maintain the presentation and cleanliness of the reception area and wellness lounge.
Success in This Position Requires Someone Who Can:
- Confidently manage several tasks at once without becoming overwhelmed.
- Prioritize quickly when phones are ringing, clients are arriving, and therapists need assistance.
- Work efficiently in a fast-paced environment.
- Pay close attention to details and follow through.
- Adapt to changing schedules and last-minute adjustments.
- Deliver exceptional customer service every day.
This Position Is Not a Good Fit If You:
- Prefer a slow-paced work environment.
- Dislike answering phones.
- Are uncomfortable recommending retail products or memberships.
- Need constant supervision or reminders.
- Struggle with learning new computer software.
- Become easily overwhelmed when several things require attention at once.
- Believe details are optional.
Preferred Qualifications
- Mindbody software experience
- Previous spa, salon, wellness, hospitality, or medical office experience
- Retail sales experience
- Strong computer skills
- Professional appearance and communication
- Excellent organizational and time-management skills
About Organic Elements Wellness Spa
Organic Elements Wellness Spa has proudly served Southern Oregon since 2012 and has been recognized as one of the region’s premier wellness destinations. We specialize in massage therapy, advanced skincare, wellness services, memberships, luxury retail, and personalized care. Every member of our team plays an important role in creating the exceptional experience our clients have come to expect.
How to Apply
Please submit:
- Your resume
- A brief cover letter telling us why you would be an excellent fit for this position
- Include the phrase “Client Experience Matters” at the beginning of your cover letter so we know you read the entire job posting.
We look forward to meeting someone who is excited to grow with our team and provide an outstanding experience for every guest who visits Organic Elements Wellness Spa.
Pay: $17.00 - $20.00 per hour
Benefits:
- 401(k) matching
- Employee discount
- Health insurance
- Paid training
Experience:
- Customer service: 2 years (Required)
Shift availability:
- Day Shift (Preferred)
- Night Shift (Preferred)
Work Location: In person
