About All Is Well Holistic Spa All Is Well Holistic Spa is an established, fast-growing luxury wellness spa proudly serving Katy, Texas for over 10 years. We are known for delivering exceptional massage therapy, skincare, body treatments, and holistic wellness services while creating an outstanding experience for every guest. As one of the area's busiest spas, we offer tremendous opportunities for professional growth and career advancement. We are seeking ambitious individuals who are ready to move beyond a traditional front desk role and develop their leadership, operations, sales, and management skills. Our ideal team members thrive in a fast-paced environment, are sales-driven, highly organized, technology-savvy, and passionate about delivering exceptional customer service. Strong leadership skills, professionalism, and the ability to motivate and support a team are essential. Candidates should be comfortable using computers, Google Workspace, ChatGPT, and modern business technology. Experience with spa management software and POS systems is required. Experience with Meevo is strongly preferred. At All Is Well Holistic Spa, we believe in promoting from within, investing in our people, and creating a positive, team-oriented culture where high performers can build a rewarding long-term career.

Administrative & Operations Coordinator

Position Overview

All Is Well Holistic Spa is seeking a highly organized, detail-oriented, and technology-savvy Administrative & Operations Coordinator to take ownership of day-to-day administrative operations and help keep our growing business organized, efficient, and running smoothly.

This role is ideal for someone who enjoys creating systems, organizing information, managing documentation, solving problems, and improving operational efficiency. We are looking for a dependable, proactive professional who can take initiative, manage multiple priorities, and become a trusted operational resource for the organization.

In addition to spa-related administrative responsibilities, this position may assist with rental property administration, vendor coordination, tenant communication, HOA matters, insurance documentation, property tax records, and project coordination.

Responsibilities

Administrative & Office Operations

• Organize, scan, digitize, and maintain business records and paperwork
• Create and maintain organized digital filing systems
• Manage OneDrive, Google Drive, and cloud-based document storage systems
• Process incoming mail, emails, invoices, and business correspondence
• Download, organize, and maintain utility bills, vendor invoices, contracts, and financial records
• Assist with bill payment tracking and administrative processing
• Maintain accurate business records and documentation
• Prepare reports, spreadsheets, and administrative documents
• Manage filing systems to ensure records are organized, accessible, and up to date
• Monitor administrative deadlines and follow up on outstanding items

Technology, Systems & Process Improvement

• Utilize Microsoft Office, Google Workspace, OneDrive, Adobe Acrobat, and cloud-based software
• Create and manage digital forms, workflows, and data collection systems using Google Forms, Jotform, Microsoft Forms, or similar platforms
• Utilize ChatGPT and other AI tools to improve efficiency, organization, and productivity
• Maintain organized digital records and document management systems
• Learn and implement new software, systems, and automation tools as needed
• Follow established Standard Operating Procedures (SOPs)
• Assist in creating, updating, and maintaining SOPs, operations manuals, and training documentation
• Document workflows and administrative processes to improve consistency and efficiency
• Identify opportunities to streamline administrative tasks and improve operational systems

Financial & Business Administration

• Assist with bookkeeping support and document organization
• Organize receipts, invoices, expense records, and financial documentation
• Assist with customer credit card dispute and chargeback responses
• Coordinate records needed for accounting, tax preparation, and compliance purposes
• Assist with vendor management and administrative follow-up
• QuickBooks experience is a plus

Property Administration & Project Coordination

• Assist with rental property administration and documentation
• Coordinate communication with tenants, vendors, contractors, and property managers
• Assist with HOA correspondence and property-related paperwork
• Help track insurance policies, property taxes, permits, and maintenance records
• Support repair, maintenance, and remodeling project coordination
• Monitor deadlines and follow up on outstanding items

Required Qualifications

• Minimum 2 years of administrative, office management, operations, real estate, property management, bookkeeping, or related experience
• Exceptional organizational and file management skills
• Strong attention to detail and accuracy
• Advanced computer skills and technology proficiency
• Proficiency with Microsoft Office, Google Workspace, cloud storage platforms, and digital filing systems
• Experience creating and managing forms, documents, spreadsheets, and administrative workflows
• Experience using Adobe Acrobat for PDF creation, editing, organization, and document management
• Experience managing large volumes of documents, paperwork, and records
• Strong ability to follow established procedures, systems, and Standard Operating Procedures (SOPs)
• Strong written and verbal communication skills
• Self-starter with the ability to work independently
• Excellent time management, follow-through, and problem-solving skills
• Comfortable utilizing ChatGPT and AI tools to improve productivity and efficiency

Preferred Qualifications

• Office Manager, Administrative Coordinator, Executive Assistant, Real Estate Assistant, Property Management, or Operations experience
• QuickBooks experience
• Experience with Google Forms, Jotform, Microsoft Forms, or similar platforms
• Experience creating SOPs, operations manuals, training guides, and process documentation
• Experience using Scribe, Trainual, Tango, Loom, Notion, ClickUp, or similar documentation and workflow management platforms
• Real estate, property management, mortgage, escrow, title company, or REALTOR® experience
• Experience working with vendors, contractors, and project coordination
• Experience implementing systems, process improvements, workflow automation, and operational efficiencies

Compensation & Benefits

• Competitive hourly compensation ($24–$30 per hour based on experience)
• Career growth opportunities
• Technology-forward work environment
• Diverse and engaging responsibilities
• Supportive and collaborative team environment

About All Is Well Holistic Spa

All Is Well Holistic Spa is a well-established luxury wellness spa proudly serving Katy, Texas for over 10 years. We are committed to providing exceptional client experiences while building efficient systems and strong operational foundations that support our continued growth.

We are looking for an organized, dependable, and technology-savvy professional who can help take ownership of administrative operations, improve systems, and support the continued success of our growing business.