POSITION PURPOSE
The Junior Spa Receptionist plays a key role in creating a welcoming and professional first impression for all spa guests. This position supports the front desk team with guest check-ins, appointment scheduling, and administrative tasks while learning the operational standards of a luxury spa environment. The role is ideal for someone starting their career in hospitality or wellness, with opportunities for training and development in both reception and spa services.
KEY FUNCTIONS
Reception Duties:
Assist in handling spa enquiries and converting them into bookings under guidance.
Support scheduling of spa services, monitor treatment availability, and help allocate therapists based on skills to ensure smooth operations.
Welcome guests warmly, answer basic enquiries, and provide accurate information on treatments, services, and promotions.
Help coordinate guest consultation records with therapists.
Learn and assist with billing procedures and end-of-day reconciliation.
Complete daily checklists for the reception area and NFC tag checks.
Maintain a neat, clean, and professional appearance in line with Fota Collection standards
Learn to merge duplicate guest profiles in the booking system.
Ensure guest contact details are correctly formatted.
Assist in removing credit card details daily for security compliance.
Help complete daily reports and follow agreed reporting timelines.
Check booking systems (e.g., TablePath) and monitor massage quotas.
Utilize the booking screen effectively for scheduling and availability.
Review packages weekly to ensure bookings are accurate.
Assist with administrative tasks such as purchasing, receiving, and inventory reporting.
Participate in special projects as needed.
Comply with any reasonable request or amendment to the job role.
Develop a full understanding of the Trybe booking system, including creating appointments, performing check-ins, and managing schedules.
Training & Development
As a Junior Spa Receptionist, you will receive structured training in:
Customer Care: Guest consultation, comfort, and wellbeing during treatments.
Essential Spa Knowledge: Understanding treatments, services, and promotions.
Technical Skills: Booking system, POS software, and reporting.
Therapist Skills (Optional Progression depending on qualifications): Opportunities to train in basic spa treatments such as facials, massages, and body therapies under supervision. Qualified therapist once trained who cover reception shifts may need to perform treatments as required as outlined on the therapist care programme.
SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:
Booking System Expertise: Full understanding of the Trybe booking system, including creating appointments, performing check-ins, managing schedules, and troubleshooting.
Complete knowledge of spa treatments, services, and current promotions.
Proficiency in POS software and billing/reconciliation procedures.
Strong understanding of scheduling logic to optimize therapist time and room usage.
Familiarity with privacy and data protection standards.
Must be able to read and write to facilitate the communication process.
Requires good communication skills, both verbal and written.
Must possess basic computer skills.
Ability to prepare and analyze data figures and reports prepared on and generated by computer.
Must hold a Spa Therapist Treatment qualification eg ITEC, CIBTAC, CIDESCO
Physical Demands
Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
Must be able to lift up to 15 lbs. occasionally.
Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.
Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well.
Frequent use of computer, phone, and POS equipment.
Comfortable working in a calm, fragrance-rich environment.
Ability to manage fluctuating pace during peak check-in times.
Requires manual dexterity to use and operate all necessary equipment.
Must have finger dexterity to be able to operate office equipment such as computers, printers, calculators, electric typewriter, FAX machines, photocopiers and other office equipment as needed.
QUALIFICATION STANDARDS
Strong communication and customer service skills.
Attention to detail and ability to multitask in a fast-paced environment.
Flexible availability, including weekends and holidays.
Education
Leaving Certificate or equivalent education required.
Must be ITEC and/or CIBTAC or equivalent qualified
Experience
The Junior Spa receptionist will have no experience working in the Spa industry. This role offers progression opportunities into Senior Spa Receptionist or Spa Therapist positions through structured training and mentorship.
This is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.
