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Lead Retreat Assistant

Lana'i City, Hawaii

Job Title: LEAD RETREAT ASSISTANT 

Reports to: Director of Operations  

FLSA Classification: Full-Time 

Pay Rate: $31.25/hour or $65,000/year 

POSITION OVERVIEW  

Sensei is seeking a highly skilled Lead Retreat Assistant to join our team. This individual will report to the Director of Operations to provide administrative support in operational service requests, inventory, purchasing, receiving and other duties as assigned. The Lead Retreat Assistant will also provide assistance to the spa and wellness teams and general support for guest service and equipment safety in the wellness spaces.  This position will also be guest facing, leading guests through self-guided hale experiences.  

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:  

 Operational Support Duties 

  • Engineering Requests– Assists managing, reporting and resolving incoming engineering requests and issues pertaining to Four Seasons Engineering. 
  • Maintenance Block Requests – Coordinates with Engineering and Director of Operations to block facilities for maintenance work orders. 
  • Housekeeping Requests - Assists in managing, reporting and resolving incoming housekeeping requests and issues pertaining to Four Seasons Housekeeping. 
  • Landscaping Requests – Assists in managing, reporting and resolving incoming landscaping requests and issues pertaining to Four Seasons Landscaping. 
  • Art Requests – Assists in managing, reporting and resolving incoming art requests and issues pertaining to Pulama Art Conservatorship. 
  • IT Support Requests – Assists in managing, reporting and resolving incoming IT requests and issues pertaining to Four Seasons Property IT, Sensei Property IT and/or Sensei Corporate IT. 
  • Vehicle Maintenance - Manage weekly vehicle maintenance log and ensure completion. Communicate with the Pulama Fleet Services to schedule maintenance and inspections. Ensure the vehicle is cleaned regularly and report any maintenance issues to the Director of Operations. 
  • Retreat Purchasing: Manage purchasing and placement of orders. 
  • Retreat Purchase Receiving: Manage all deliveries to Spa Support. Open packages and boxes in a timely fashion and ensure items received are in good condition. Pull packing slips, then log as received in purchasing technology system, and file appropriately. Store items appropriately in designated areas and update inventory in/out log. 
  • Retail Inventory: Pull requested items for retail as directed by a manager and deliver to gift shop. Receive a signed copy of the invoice and submit it to the manager and financial operations team member. 
  • Retreat Inventory: Assist with monthly inventory counts by pulling inventory in/out logs from each storeroom at the end of the month and assist with completing the inventory snapshot for the Financial Operations Report.  
  • Coordinate Spa Support upkeep and cleanliness. 
  • Special Projects as assigned. 
  • Any and all related duties as assigned. 

 Lead Retreat Assistant Responsibilities 

  • Training – Responsible for training and onboarding new retreat assistants and ensuring consistency amongst existing team members.  
  • Assessment – Responsible for conducting assessments of the exercise pavilion and retreat assistants and ensuring team members are upholding standards.  
  • Exercise Pavilion and Wellness Spaces – Responsible for ensuring the cleaning and task checklist is completed daily and is up to standard. 
  • Scheduling – Coordinates Retreat Assistant weekly schedule and ensures Therapist Help and Retreat Support blocks are scheduled accordingly. 

 Evening Hale Experience 

  • Ensures coverage for evening hale experiences either by leading or assigning a team member. 
  • Prepare and introduce the hale to guests for self-guided experiences. 
  • Coordinate with in room dining on amenity delivery.  
  • Greet guests upon arrival, conduct a hale orientation and ensure guest is familiar with how to operate all hale features.  
  • Exit the guest and reset the hale.   

Retreat Support – Spa Spaces 

  • View treatment schedules and plan daily activities for morning, mid and evening shifts. 
  • Maintain a constant awareness of messages from the team requesting additional hale support.   
  • Open hale for appointments and provide any other assistance massage therapists may need to prepare for their morning starts.  
  • Replenish hale pantry needs (products, robes, etc.).  
  • Process laundry (organize clean linen, fold and deliver to hale).  
  • Maintain organization of linen storage room and maintenance upkeep. 
  • Provide therapist help as needed.  
  • Clean and sanitize treatment areas as needed. 
  • Daily drop off and pick up of team uniforms at Central Laundry. 

Retreat Support – Wellness Spaces 

  • Assist with the setup and breakdown of scheduled classes as needed. 
  • Assist with the tidying of the exercise pavilion.  
  • Replenishes exercise pavilion with hand towels, cold towels, cups and tangerines.  
  • Pick up tangerines from culinary office as directed.   
  • Report any spa/wellness issues to the Manager on Duty.   

QUALIFICATIONS  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

  • At least 6 months to 2 years prior experience working in a guest facing luxury hospitality environment, is a plus. 
  • Incredibly organized, with ability to communicate effectively with guests and co-workers through verbal and written methods. 
  • Ability to pay close attention to detail with minimal supervision. 
  • High commitment to guest satisfaction and service including maintaining a courteous and professional manner and a positive attitude, exhibiting a willingness to help, and promoting positive interactions with guests. 

Education and/or Experience  

  • High School Certification or equivalent. 

Required Technical / Other Skills and Abilities  

  • Friendly demeanor, great smile, energetic, calm, and empathetic. 
  • Refrains from participating in gossip and destructive behavior.  
  • Able to make sound decisions.  
  • Ability to work independently with general guidance and instructions.  
  • Organized and able to prioritize and remain focused on tasks.  
  • Must be able to operate equipment, including: an iPad, computer, hand radio, and be able to type and text message.  
  • Responsible for setting up and cleaning equipment.   
  • Must be able to work flexible hours, evenings, weekends, and holidays, as needed.  
  • Ability to climb stairs, bend, stretch, reach above shoulders, kneel, twist, grip items and be able to walk 10,000 steps+ a day, up and down hills and stairs. 
  • Ability to work in indoor and outdoor environments in a range of weather conditions. 
  • Ability to push and pull equipment.
  • Ability to lift and carry 30 pounds. 

Required Licenses/Certifications  

  • Driver’s License   

 PHYSICAL REQUIREMENTS 

The physical requirements described on the attached “Physical Requirements of Position” chart are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  See attached “Physical Requirements of the Position”. 

CONFIDENTIAL INFORMATION  

This position has access to confidential information – (customer personal data and/or medical records). 

COMPANY FUNDS 

This position has no access to company funds. 

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