Experiences Coordinator – Outdoor Events & Logistics

Wheelzup Adventures; Cumberland (MD); On-site; USD 42,000 - 68,000; Full time

Job summary

Wheelzup Adventures in Cumberland, MD, is seeking an Experiences Coordinator to plan and deliver group outdoor experiences at Rocky Gap and surrounding areas. You will blend hospitality, logistics, and field leadership to ensure safe, memorable adventures for guests.

The role values organization, customer focus, and the ability to guide activities when needed, with seasonal full-time and off-season planning responsibilities.

Qualifications

• Experience in hospitality, event planning, trip coordination, or group logistics.
• Strong communication skills and customer service mindset.
• Ability to lift 40 lbs and work outdoors in varied conditions.
• Proficiency in Google Workspace (Docs, Sheets, Calendar, Drive).
• Prior experience organizing, booking, or setting up group events or activities.
• Comfortable guiding small groups in outdoor settings (hiking, paddling).
• Valid driver’s license.
• First Aid/CPR (or ability to obtain within 3 months).

Responsibilities

• Serve as the primary contact for group organizers, resort concierge staff, and partner operators.
• Provide availability, pricing, itineraries, and clear communication leading up to each event.
• Maintain excellent customer service through timely responses and professional communication.
• Build and manage the annual Experiences Calendar.
• Coordinate logistics for guided hikes, kayak/SUP tours, group events, and team-building activities.
• Prepare schedules, waivers, rosters, equipment lists, and staffing plans.
• Arrange and confirm partner-supported excursions (rafting, fly fishing, etc.).
• Lead or co-lead events and guided outings as needed.
• Manage helpers, guides, and support staff during events.
• Ensure equipment readiness, safety procedures, and smooth guest flow.
• Maintain documentation, permits, waivers, and event checklists.
• Track event details, attendance, and post-event notes.
• Manage basic inventories related to events (PFDs, paddles, radios, etc.).
• Provide simple updates to event descriptions, registration pages, and communication templates.
• Help produce simple highlight posts or updates for social media.
• Assist with writing clear descriptions for events and registration pages (Peeks, Square, Google Drive).

Skills

Hospitality

Event Planning

Trip Coordination

Group Logistics

Communication

Google Workspace

First Aid/CPR

Driver's License

Tools

Google Workspace

Job description

Wheelzup Adventures in Cumberland, MD, is seeking an Experiences Coordinator to plan and deliver group outdoor experiences at Rocky Gap and surrounding areas. You will blend hospitality, logistics, and field leadership to ensure safe, memorable adventures for guests.

The role values organization, customer focus, and the ability to guide activities when needed, with seasonal full-time and off-season planning responsibilities.