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 escape 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…