Wellness coordinator

Job Overview
We are seeking a highly organized and personable Front Desk Receptionist to join our team. This role is essential in providing excellent customer service and ensuring the smooth operation of our front office. The ideal candidate will possess strong administrative skills, be proficient in various office software, and have a welcoming demeanor that enhances the experience of our clients and visitors.

Key Responsibilities

• Front Desk & Client Services (40%)
• Greet clients warmly and manage check-in/check-out via Fresha POS system
• Answer phones, respond to emails, and handle inquiries via text and social media
• Schedule appointments and manage the booking calendar
• Process payments (cash, card, Google Pay, Apple Pay, Zelle)
• Complete new client intake forms and waivers
• Explain protocols, services, and safety guidelines to first-time clients
• Handle cancellations and apply appropriate fees (25% late, 50% no-show)
• Notify clients of package expiration (4 weeks and 1 week reminders)
• Maintain organized client records in Fresha

Session Facilitation (30%)

• Prepare and monitor Fire & Ice sessions (infrared sauna + cold plunge)
• Set up and guide clients through red light therapy
• Operate Normatec 3 compression therapy equipment (legs/hips)
• Check and document sauna and cold plunge temperatures before each session
• Monitor client safety and comfort during sessions
• Time-manage multiple clients simultaneously
• Respond to client discomfort or concerns during treatments
• Sales & Membership Growth (15%)
• Actively upsell memberships, packages, and retail products
• Educate clients on membership benefits
• Promote service packages
• Recommend retail products
• Track sales and client retention metrics in Fresha
• Support promotional campaigns and seasonal offers​

Facility Maintenance & Cleaning (15%)

• Sanitize all surfaces and equipment before and after each session
• Follow daily and weekly cleaning checklists
• Test cold plunge chlorine levels weekly
• Replace cold plunge filters every 1-2 months (as directed)
• Maintain inventory of cleaning supplies and retail products
• Restock treatment rooms with towels, goggles, and amenities
• Report equipment malfunctions or maintenance needs immediately
• Ensure facility is presentable and welcoming at all times

Qualifications

• High school diploma or equivalent
• 1+ years customer service experience (wellness/fitness industry preferred)
• Excellent communication and interpersonal skills
• Comfortable with technology (POS systems, scheduling software, basic troubleshooting)
• Ability to multitask and manage time effectively in a fast-paced environment
• Sales-oriented mindset with a passion for wellness
• Physical ability to stand for extended periods and perform cleaning duties
• Reliable, punctual, and professional demeanor
• Availability for flexible scheduling (appointments only, hours vary)

Preferred:

• Experience with Fresha or similar booking/POS systems
• Knowledge of recovery modalities (sauna, cold plunge, red light, compression)
• Background in fitness, athletics, or healthcare
• CPR/First Aid certification (or willingness to obtain)
• Familiarity with Milwaukee wellness community

What We Offer

• Opportunity to be part of a growing veteran-owned wellness business
• Complimentary access to all wellness services
• Hands-on training in cutting-edge recovery modalities
• Supportive, mission-driven team environment
• Flexible scheduling
• Growth potential as we expand to multiple locations

Our Core Values

• Transforming Lives, Empowering Potential – We're committed to helping every client reach their wellness goals
• Never Skip the Basics – Excellence starts with mastering fundamentals
• Community First – We build authentic relationships with our clients and partners
• Integrity & Service – Our veteran roots guide our commitment to serving others
• Physical Requirements
• Ability to stand and walk for extended periods (up to 4-6 hours)
• Comfortable working in warm environments (sauna area)
• Ability to lift up to 25 lbs (retail inventory, cleaning supplies)
• Manual dexterity to operate equipment controls and POS systems

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Benefits:

• Employee discount
• Professional development assistance

Work Location: In person