We’re seeking a very organized, collaborative, and resourceful person to be our next Group Experiences Coordinator. An Experiences Coordinator is assigned to every group that visits Ghost Ranch to ensure they have a smooth and wonderful experience. They are the primary point of contact before, during, and after each group visit. This role is ideal for someone who genuinely enjoys helping others, takes pride in keeping things running smoothly, and brings a calm, welcoming presence to their work.
Ghost Ranch, in the high desert of Northern New Mexico, is a place of wide-open skies, stunning clouds, and fierce natural beauty. Artists, adventurers, and seekers of all sorts find what they are looking for here: opportunities to learn, experiences that nourish and challenge, and connections that transform. Our guests come from near and far to take part in classes, workshops, and retreats; to camp, hike, and star gaze; and to reunite with family and friends.
Working in a remote area brings unique challenges, requiring both coordination and flexibility, and, sometimes, ingenuity. Our staff work together to let the wonder of Ghost Ranch speak for itself, stepping up to make sure guests have a great experience and leave with indelible memories.
Responsibilities include but not limited to the following:
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Receive guest group contracts from Group Sales Coordinator.
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Make contact with the group leader or instructor before arrival to be their point of contact for Ghost Ranch.
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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.
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Ask group leaders to submit the room lists; hand the list off to Reservation Specialists.
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Put together Group Resumes for all assigned programs and share this information with the Front Desk and other departments as needed.
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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.
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Provide the Chef with dining services orders 14 days in advance.
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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.
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Communicate all set up needs to volunteers, kitchen staff, etc., no later than two weeks in advance if assistance is needed.
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Coordinate with housekeeping and facilities to ensure that any special requests for venues or spaces are completed to specifications.
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Meet and accompany group leader or instructor to meeting spaces to ensure complete and satisfactory set-up.
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Put together packets, badges/bracelets, participant rosters, and any additional meeting materials needed for each group before arrival.
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Greet group participants when they arrive at Ghost Ranch and help them get checked in to their assigned rooms.
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Plan an orientation for the group during their first afternoon or evening. If not available to present the orientation oneself, arrange for another staff or volunteer to do it.
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Check in with groups at least daily when they are at the Ranch to help accommodate needs and address any issues. If any issues can not be resolved or if further assistance is needed, communicate with the Director of Hospitality to help provide assistance. If the Group Experiences Coordinator will be out of the office one day when a guest group is at the Ranch, this needs to be communicated with the group leader or instructor so that all needs are accommodated in advance.
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Be available to group leaders and participants to answer questions before arrival, during the stay, and after departure.
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Survey participants and staff to assess guest experience and to improve operations moving forward.
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Schedule a debrief with each group leader or instructor to receive and provide feedback.
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Share the debrief information in the appropriate place so that it is accessible to the Group Experiences team and supervisors.
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Support the Programs Experiences team as needed throughout the year when business volume requires additional resources. Likewise, the Programs Experiences team is expected to support the Group Experiences team when they need more capacity.
Qualifications
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Minimum one year of experience in customer service, hospitality, event coordination, or guest-facing roles, or an equivalent combination of experience and skills.
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Demonstrated ability to interact with guests, leaders, and colleagues in a warm, gracious, and professional manner.
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Strong organizational skills, with the ability to manage multiple projects simultaneously while maintaining attention to detail.
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Flexible, patient, and calm when responding to guest needs, last-minute changes, or unexpected challenges.
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Strong verbal and written communication skills. Skilled at listening to and conveying information either one-on-one or with small groups. Comfortable with email, phone, and in person exchanges.
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Proven ability to collaborate across departments and coordinate logistics with peers and external partners.
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Ability to plan ahead, meet deadlines, and follow through on commitments with minimal supervision.
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Comfort using basic technology and administrative tools, including email, shared documents, scheduling systems, and databases.
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Flexibility in scheduling. Evening and weekend coverage is required and variable, based on the arrival days and needs of guest groups.
Details & Benefits
The starting rate for this role is $21 per hour. It requires on-site work in Abiquiu, NM, and requires evening and weekend coverage when needed. Ghost Ranch offers an excellent benefits package including medical insurance, retirement savings, and student loan assistance. Benefits also include paid annual leave, sick leave, holidays, and community service. Lunch is provided daily in our Dining Hall and staff are encouraged to participate in one tuition-free Ghost Ranch workshop annually.
Ghost Ranch is an equal opportunity employer that does not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, national origin, or any other protected category.
To apply, submit resume and cover letter via the website: www.ghostranch.org/get-involved
