Job Description

Spa Coordinator

(21658)

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests’ stay to bring their dreams and desires to life. With an atmosphere that’s chic but wonderfully unstuffy™, and a team who are meticulous but warm, we seek to exceed our guests’ expectations at every possible turn.

Cradled on the cusp of the Baja Peninsula, One&Only Palmilla is a legendary retreat where the marvels of Mexico come to life in ultimate style. The warm Mexican charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest’s every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure. This is not simply our job, it’s our passion.

About the Job

The Spa Operations Coordinator plays a critical role in supporting the day-to-day administrative and operational functions of the Spa & Wellness department. This position ensures the smooth coordination of procurement activities, inventory management, retail administration, financial tracking, project implementation, training logistics, and departmental communication.

Working closely with the Spa Leadership team, the Spa Operations Coordinator serves as the central point for organizing and monitoring operational initiatives, ensuring timely execution of action plans, compliance with company procedures, and alignment with One&Only Palmilla's luxury service standards. The role requires exceptional organizational skills, attention to detail, financial awareness, and the ability to collaborate effectively across multiple departments to support an exceptional guest and colleague experience.

About You

You are a highly organized and detail-oriented professional who thrives in a fast-paced luxury hospitality environment. You possess strong administrative and analytical skills, with the ability to coordinate multiple priorities while maintaining accuracy and efficiency. You are proactive, resourceful, and capable of building strong working relationships across departments. Comfortable working with data, inventories, budgets, and operational systems, you can effectively follow through on projects, monitor progress, and ensure deadlines are met. Your commitment to excellence, professionalism, and continuous improvement makes you a valuable support partner to the Spa Leadership team.

Key Responsibilities

Procurement & Supply Coordination

• Coordinate the procurement process for operational supplies, treatment products, retail merchandise, and departmental equipment.
• Prepare purchase requisitions and monitor purchase orders to ensure timely delivery and compliance with approved budgets.
• Liaise with Purchasing, Receiving, and Finance teams to support efficient procurement operations.
• Maintain accurate purchasing records and track outstanding orders and supplier commitments.

Inventory & Retail Administration

• Coordinate regular inventory counts and reconciliation processes for professional products, retail items, and operational supplies.
• Monitor inventory levels and identify stock replenishment requirements.
• Maintain accurate product information within inventory and point-of-sale systems, including SKUs, pricing, descriptions, and categories.
• Support retail product launches, inventory setup, and system updates.

Financial & Budget Support

• Maintain departmental expense trackers and purchasing reports.
• Assist Spa Leadership in monitoring departmental expenditures against approved budgets.
• Support monthly financial reviews through accurate data collection and reporting.
• Identify discrepancies, unusual expenses, or budget variances and communicate findings to management.

Vendor & Supplier Management

• Coordinate communication with approved suppliers and external business partners.
• Obtain quotations, monitor delivery schedules, and support issue resolution related to deliveries, returns, and discrepancies.
• Maintain supplier databases, contracts, quotations, and supporting documentation.
• Support supplier performance evaluations by providing operational data and feedback.

Project & Initiative Coordination

• Support the implementation of spa operational projects, wellness initiatives, and departmental improvement plans.
• Develop action trackers, timelines, and progress reports to ensure successful execution.
• Coordinate cross-functional activities with internal departments and external stakeholders.
• Monitor project milestones and provide regular updates to Spa Leadership.

Training & Administrative Support

• Coordinate logistics for training sessions, product education programs, and departmental meetings.
• Maintain training attendance records and supporting documentation.
• Support onboarding administration and departmental communication initiatives.
• Prepare reports, presentations, meeting minutes, and action trackers as required.

Documentation & Compliance

• Maintain updated departmental SOPs, policies, operational forms, and records.
• Ensure documentation remains organized, accessible, and compliant with company standards.
• Assist in preparation for audits, quality inspections, and operational reviews.
• Support compliance with Forbes Travel Guide standards, LQA requirements, and One&Only operational procedures.

Reporting & Operational Analytics

• Prepare operational reports related to purchasing, inventory, financial performance, retail operations, and departmental initiatives.
• Consolidate and analyze information from multiple systems to support decision-making.
• Maintain accurate records and ensure timely submission of recurring reports.
• Identify trends and opportunities to improve efficiency and operational performance.

Cross-Departmental Collaboration

• Act as a key liaison between Spa, Finance, Purchasing, IT, Human Resources, Retail, and Resort Operations teams.
• Facilitate effective communication and follow-up on departmental operational requirements.
• Support initiatives that enhance guest experience, operational efficiency, and business performance.
• Contribute to a collaborative and service-oriented working environment aligned with One&Only culture and values.

Skills, Experience & Educational Requirements

• Bachelor's degree in Hospitality Management, Business Administration, Finance, Operations Management, or a related field preferred.
• Minimum 2 years of experience in hospitality operations, spa administration, purchasing, inventory control, finance coordination, retail operations, or a related administrative role.
• Previous experience within a luxury hospitality, wellness, or spa environment is highly desirable.
• Strong knowledge of purchasing processes, inventory management, budgeting, and administrative controls.
• Advanced proficiency in Microsoft Office applications, particularly Excel, Outlook, Word, and PowerPoint.
• Experience working with inventory, procurement, retail, or point-of-sale systems preferred.
• Strong analytical and problem-solving skills with the ability to interpret operational and financial data.
• Excellent organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Strong communication and interpersonal skills, with the ability to collaborate effectively across departments and with external suppliers.
• Professional verbal and written communication skills in English and Spanish.
• High level of integrity and ability to manage confidential information with discretion.
• Knowledge of Forbes Travel Guide, LQA standards, and luxury hospitality service expectations is an advantage.
• Demonstrated ability to work independently, take initiative, and consistently meet deadlines in a dynamic operational environment.

Our brand is expanding faster than ever before. We are investing in the growth of our company, and that means we are committed to investing in you. Join a team that is open-hearted, intuitive, generous, and spontaneous in spirit. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.