admin assist and scheduling customer care specialist

Administrative Assistant & Scheduling Specialist

Pelle Sana Facial Spa | Hummelstown, PA

At our Spa, we believe every client experience should feel seamless, elevated, and deeply cared for—from the very first interaction. We are seeking a highly organized, detail-oriented Administrative Assistant & Scheduling Specialist who thrives in a fast-paced, client-focused environment and takes pride in creating exceptional experiences behind the scenes.

Position Overview

This role is the heartbeat of our daily operations—managing schedules, supporting team communication, and ensuring every client touchpoint is smooth, efficient, and aligned with our high standards.

You are someone who:

Loves structure, but can pivot quickly
Communicates clearly and confidently
Anticipates needs before they arise
Takes ownership and solves problems with ease
Brings a positive, can-do energy to the team
Key Responsibilities
Manage and optimize daily schedules for providers and clients
Coordinate appointments, confirmations, and follow-ups
Deliver exceptional customer service via phone, text, and email
Maintain accurate client records and notes
Support internal team communication and daily flow
Assist with project coordination and administrative tasks
Help implement systems that improve efficiency and organization
Troubleshoot scheduling conflicts and resolve client concerns professionally
Track and support basic KPIs related to booking, retention, and client flow
Qualifications
Strong command of the English language (written and verbal)
Highly organized with exceptional attention to detail
Natural problem solver with critical thinking skills
Ambitious, self-motivated, and eager to grow
Proven customer service experience (spa, wellness, or hospitality preferred)
Proficient in Google Workspace (Docs, Sheets, Calendar, etc.)
Comfortable learning new systems and software quickly
Strong team communication and collaboration skills
Flexible with work hours, including evenings or weekends as needed
Thrives in a fast-paced, ever-evolving environment
Bonus Skills (Not Required, but a Plus)
Experience with scheduling software (Mangomint or similar)
Project management experience
KPI tracking and reporting
Background in spa, wellness, or beauty industry
What We Value at Pelle Sana
Positive energy and professionalism
Ownership and accountability
Clear, kind communication
A passion for helping others feel confident and cared for
Why Join our Spa?

You’ll be part of a team that blends science-backed skincare with soul-centered care, where every role contributes to transforming confidence and creating meaningful client experiences.