Coordinator Logistics and Events

Wheelzup Adventures – Cumberland, MD & Rocky Gap
Full-Time (March–October) | Part-Time As Needed (November–February)

The Experiences Coordinator manages and delivers Wheelzup’s group events, outdoor experiences, and concierge-supported activities at Rocky Gap and surrounding areas. This role combines hospitality, logistics, and field leadership to ensure every group has a smooth, safe, and memorable outdoor experience.

This position is ideal for someone who is organized, professional, customer-focused, and comfortable guiding outdoor activities when needed.

• 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.

Event & Experience Planning

• 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.).

On-Site Execution & Guiding

• 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.

Operations & Administration

• 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.

Light Marketing Support

• Help produce simple highlight posts or updates for social media.
• Assist with writing clear descriptions for events and registration pages (Peeks, Square, Google Drive).

Required

• 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).

Preferred

• Experience in outdoor recreation or adventure tourism.
• Comfort operating kayaks/SUPs and leading hikes.
• Experience working with resort partners, concierges, or corporate groups.

• March–October (Peak Season): Full-time, including some weekends and evenings.
• November–February (Off-Season): Part-time, as needed for planning, communication, and winter events.

• Organized, detail-oriented professionals who also enjoy being in the field.
• Individuals who enjoy balancing hospitality with hands‑on outdoor activity.
• People who bring calm, clarity, and excellent service to group experiences.
• Those who want to help guests have their best experience outdoors through Wheelzup’s pillars of Access, Knowledge, and Community
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