Guest Experience Coordinator

Theuniversityunion; Abiquiu (NM); On-site; USD 42,000 - 46,000; Full time

Benefits offered by this job

Medical insurance

Retirement savings

Student loan assistance

Paid annual leave

Sick leave

Holidays

Lunch provided

Tuition-free Ghost Ranch workshop

Job summary

Ghost Ranch in Abiquiu, NM, is seeking a highly organized Group Experiences Coordinator to manage group visits from start to finish, acting as main liaison before, during, and after stays. You will coordinate contracts, group information, dining, activities, room setup, and on-site orientation to ensure smooth guest experiences.

The role requires evening and weekend coverage, on-site work, and strong collaboration across departments to deliver indelible memories for guests.

Qualifications

• Minimum one year of experience in customer service, hospitality, event coordination, or guest-facing roles.
• Demonstrated ability to interact with guests, leaders, and colleagues in a warm, gracious, and professional manner.
• Strong organizational skills, with the ability to manage multiple projects simultaneously while maintaining attention to detail.
• Flexible, patient, and calm when responding to guest needs, last-minute changes, or unexpected challenges.
• Strong verbal and written communication skills. Skilled at listening to and conveying information either one-on-one or with small groups.
• Proven ability to collaborate across departments and coordinate logistics with peers and external partners.
• Ability to plan ahead, meet deadlines, and follow through on commitments with minimal supervision.
• Comfort using basic technology and administrative tools, including email, shared documents, scheduling systems, and databases.
• Flexibility in scheduling. Evening and weekend coverage is required and variable, based on the arrival days and needs of guest groups.

Responsibilities

• Receive guest group contracts from Group Sales Coordinator.
• Make contact with the group leader or instructor before arrival to be their point of contact for Ghost Ranch.
• Send group information form to group leads to introduce themself and collect information, field any correspondence/requests with each guest group lead/instructor and make any ongoing adjustments to contracts if needed.
• Ask group leaders to submit the room lists; hand the list off to Reservation Specialists.
• Put together Group Resumes for all assigned programs and share this information with the Front Desk and other departments as needed.
• Communicate with group leaders to make dining service arrangements and arrangements for activity add-ons. Work with Group Sales Coordinator to update contracts as needed.
• Provide the Chef with dining services orders 14 days in advance.
• Ensure any meeting room or public space that each guest group will be using is set up to their specifications prior to arrival. Assist with set up as needed.
• Coordinate with housekeeping and facilities to ensure that any special requests for venues or spaces are completed to specifications.
• Meet and accompany group leader or instructor to meeting spaces to ensure complete and satisfactory set-up.
• Put together packets, badges/bracelets, participant rosters, and any additional meeting materials needed for each group before arrival.
• Greet group participants when they arrive at Ghost Ranch and help them get checked in to their assigned rooms.
• Plan an orientation for the group during their first afternoon or evening.
• Check in with groups at least daily when they are at the Ranch to help accommodate needs and address any issues.
• Be available to group leaders and participants to answer questions before arrival, during the stay, and after departure.
• Survey participants and staff to assess guest experience and to improve operations moving forward.
• Schedule a debrief with each group leader or instructor to receive and provide feedback.
• Share the debrief information in the appropriate place so that it is accessible to the Group Experiences team and supervisors.
• Support the Programs Experiences team as needed throughout the year when business volume requires additional resources.

Skills

Customer service

Hospitality

Event coordination

Communication

Organizational skills

Team collaboration

Flexible

Tools

Scheduling systems

Databases

Email

Shared documents

Job description

Ghost Ranch in Abiquiu, NM, is seeking a highly organized Group Experiences Coordinator to manage group visits from start to finish, acting as main liaison before, during, and after stays. You will coordinate contracts, group information, dining, activities, room setup, and on-site orientation to ensure smooth guest experiences.

The role requires evening and weekend coverage, on-site work, and strong collaboration across departments to deliver indelible memories for guests.