Wellness & Operations Coordinator

Job Title:

Vital Ice Wellness & Operations Coordinator

Company Overview:
Vital Ice is a pioneering wellness center dedicated to unlocking peak performance, accelerating recovery, enhancing mental fortitude, and fostering healthy socialising through innovative contrast therapy experiences. We believe in the transformative power of hot and cold exposure to boost physical resilience and mental clarity. As a rapidly growing enterprise, we are building a team of passionate individuals committed to delivering exceptional client experiences and expanding our reach within the wellness community.

The Vital Ice Wellness & Operations Coordinator is a pivotal, hands‑on role responsible for ensuring the smooth daily operation of our facility, delivering outstanding client service, driving sales, and actively contributing to our partnership growth strategy. This dynamic individual will be the welcoming face of Vital Ice, managing front‑desk operations, maintaining a pristine environment, and proactively identifying opportunities to expand our client base and strategic alliances.

• Warmly greet and welcome all clients, partners, and visitors to the Vital Ice facility.
• Manage client check‑ins, bookings, and inquiries (in‑person, phone, email) using our scheduling system.
• Provide comprehensive information about Vital Ice services, pricing, benefits, and safety protocols.
• Assist clients with waivers, onboarding, and preparing for their cold therapy sessions.
• Ensure a comfortable, safe, and positive atmosphere for all individuals before, during, and after sessions.
• Address client feedback, concerns, and special requests promptly and professionally.

• Maintain accurate client records, sales data, and administrative files.
• Process payments, manage point‑of‑sale (POS) transactions, and reconcile daily revenue.
• Assist with inventory management of retail products and operational supplies.
• Manage incoming and outgoing correspondence and communications.
• Support management with various administrative tasks as needed, including report generation and data entry.
• Oversee facility schedule optimization to maximize capacity and client flow.

• Actively engage clients to understand their needs and recommend appropriate Vital Ice services, packages, and retail products.
• Identify and cultivate potential partnership opportunities with local wellness businesses (e.g., massage therapists, physical therapists, nutritionists, gyms) for reciprocal referrals, rebates, discounts, and freebies.
• Assist in outreach efforts, scheduling introductory meetings, and preparing presentation materials for potential partners.
• Track and report on sales performance and partnership pipeline development.
• Collaborate with management to refine sales techniques and partnership strategies.

• Ensure the facility, including reception area, changing rooms, restrooms, and common areas, is consistently clean, tidy, and well‑maintained.
• Perform routine cleaning tasks such as wiping surfaces, vacuuming/mopping, emptying trash, and restocking supplies.
• Monitor cleanliness of the cold plunge areas and ensure they meet hygiene standards (specific technical cleaning of plunge units will be handled by specialized staff, but general area cleanliness is key).
• Report any maintenance issues or equipment malfunctions promptly to management.

• Minimum 2-3 years of experience in a customer‑facing role, preferably in hospitality, retail, wellness, or a service‑oriented environment.
• Demonstrated experience in sales or business development is highly desirable.
• Experience with administrative tasks and scheduling software.

• Exceptional interpersonal and communication skills (verbal and written).
• Strong organizational abilities and attention to detail.
• Proficiency with Google Workspace (Docs, Sheets, Calendar) and familiarity with POS/scheduling software.
• Proactive problem‑solver with a positive, can‑do attitude.
• Ability to work independently and manage multiple priorities…