Guest Experience Coordinator

The Guest Experience Coordinator is responsible for delivering exceptional guest experiences by coordinating hunting excursions, outdoor activities, lodging services, dining reservations, and transportation. This role serves as the primary point of contact for guests before, during, and after their stay, ensuring every detail of their visit is organized, personalized, and memorable. The ideal candidate has excellent customer service skills, strong organizational abilities, and a passion for outdoor recreation and hospitality.
This is primarily an on-property position responsible for executing schedules, reservations, itineraries, cabin assignments, and special instructions coordinated by the Hospitality & Office Manager. The Guest Experience Coordinator maintains a visible presence on the property and serves as the communication link among guests, management, guides, housekeeping, food and beverage, recreation, maintenance, and other service providers.

Guest Arrival, Stay, and Departure

• Welcome guests upon arrival and provide an orientation of the lodge, amenities, and hunting property.
• Meet family members and guests at their assigned lodging location, provide a personal welcome, assist with luggage and belongings, and remain available throughout their stay.
• Verify that assigned cabins, lodge areas, amenities, supplies, and guest-facing spaces are clean, stocked, and ready before arrival.
• Assist with departure arrangements, luggage, property checks, and other final guest needs.

Guest Plans and Activities

• Coordinate guided hunting trips, fishing excursions, sporting clays, and other outdoor activities.
• Execute schedules for guides, equipment, transportation, field logistics, meals, and other services established by the Hospitality & Office Manager.
• Assist guests with hunting licenses, permits, and compliance with local regulations.
• Arrange firearm storage, equipment rentals, and gear preparation as appropriate.
• Carry out airport transfers, vehicle arrangements, dining plans, spa appointments, local activities, and other reservations coordinated by the Hospitality & Office Manager..
• Coordinate on-property handoffs among guests, guides, drivers, food and beverage staff, housekeeping, recreation staff, and other service providers.

Guest Relations and Service Recovery

• Resolve guest concerns quickly and professionally to ensure complete satisfaction.
• Resolve routine issues within the authority of the position and immediately escalate significant concerns, safety matters, complaints, or requests requiring management approval to the Hospitality & Office Manager.
• Implement on-property service improvements and corrective actions directed by the Hospitality Manager.
• Protect guest privacy and exercise discretion when handling personal preferences, schedules, family information, and special requests.

Facility Appearance and Operational Readiness

• Conduct routine on-property checks of lodging facilities, guest areas, amenities, grounds, supplies, cleanliness, presentation, and operational readiness.
• Identify housekeeping, maintenance, safety, equipment, or supply concerns and coordinate timely resolution with the appropriate team.
• Confirm that corrections and guest-facing work have been completed before arrival or within the required service timeframe.
• Immediately report conditions that could affect safety, service, or the guest experience to the Hospitality & Office Manager.

Team, Event, and Service Coordination

• Communicate guest preferences to guides, chefs, housekeeping, and lodge management.
• Support the on-property execution of meetings, luncheons, seasonal events, retreats, celebrations, and other social functions.
• Coordinate room setup, refreshments, guest arrival, activity transitions, service timing, and breakdown in accordance with plans established by the Hospitality & Office Manager.
• Promote lodge amenities, retail offerings, and future booking opportunities.

Communication and Documentation

• Maintain detailed records of guest itineraries, reservations, and preferences.
• Document completed services, guest feedback, service issues, maintenance needs, unusual incidents, and follow-up items for submission to the Hospitality Manager or front office.
• Review daily schedules and service plans with the Hospitality & Office Manager before guest arrival and throughout active stays.
• Perform other duties as deemed necessary.

• High school diploma or equivalent; hospitality or tourism education preferred.
• Experience in hospitality, guest services, luxury lodging, or outdoor recreation.
• Knowledge of hunting, fishing, and outdoor activities is preferred.
• Strong communication and interpersonal skills.
• Excellent organizational and multitasking abilities.
• Proficiency with reservation and property management systems.
• Ability to work flexible hours, including weekends, holidays, and seasonal peak periods.
• Valid driver's license preferred.

* Exceptional guest service
* Knowledge of hunting traditions and etiquette
* Attention to detail
* Event and itinerary coordination
* Problem-solving and conflict resolution
* Team collaboration
* Time management
* Professional appearance and demeanor
* Ability to remain calm under pressure
* Ability to work independently while communicating effectively with management and supporting departments.

* Passion for outdoor recreation and conservation.
* Knowledge of local wildlife, habitat, and regional attractions.
* Ability to anticipate guest needs and create personalized experiences.
* Commitment to delivering luxury-level hospitality while honoring hunting traditions.

• Combination of office, lodge, and outdoor work.
• Frequent interaction with guests, guides, and vendors.
• Walking across lodge grounds and occasionally traveling to hunting locations.
• Seasonal workload with extended hours during hunting seasons.
• Occasional lifting and carrying of guest luggage, supplies, equipment, and amenities.
• Work may occur in varying weather and outdoor conditions.