Event Coordinators

Job Summary: 

These positions are important roles at Pearlstone, and are the primary communicators for our rental retreat group leaders. While in the guest services office, the two event coordinators are also on the floor, sharing our brand of loving warmth hospitality and guest service excellence with retreat center guests. And since we have over 100 retreats annually, this position is key in our hospitality operations team, working seamlessly with other operations departments. 

Retreat Coordination and Rentals: 

• Manage rental retreat lifecycle from contracting phase to execution. This includes communication with group leaders at hand off from sales, 180 days, 120 days, 90 days, 30 days, during retreat, and immediately post retreat.  

• Provide outstanding customer service by being responsive to group leaders and other guests during their stay. 

• Communicate all retreat rental information timely and completely needed for success of operations departments such as culinary, retreat services and hospitality services following set procedures. Continuing this successful communication with these operations departments during the rental retreat. 

• Collaborate with other department heads to aid in successful coordination and operation of Adamah program retreats and partnerships including Pesach, Sukkot, Shavuot, Family Farm Camp, Teva, and more.  

• Participating in Guest Services/Front Office coverage during Adamah program retreats and partnerships and retreat rentals. 

• Provide additional support in the Front Office; general duties (answering phones, responding to guest and staff needs).  

Administrative:  

• Provide consistent, clear and kind communication with group leaders. Document retreat details in appropriate places including our retreat management software, SharePoint, dietary forms and rooming lists.
• Communicate guest changes, requests and allergy information promptly to the operations departments including culinary, retreat services and hospitality services, particularly National Culinary Director and Executive Chef. 
• Communicate building and lodging maintenance issues to Director of Maintenance or maintenance department promptly and use the work order software as needed. 

General:  

• Attend weekly department meetings. 
• Attend monthly department progress meeting.
• Attend monthly Adamah and Pearlstone all-staff meetings. 
• Must possess a solid work ethic with strong organizational and time-management skills, excellent attention to detail, good verbal and written communication skills, as well as provide excellent customer service and maintain a professional demeanor.  
• Participate in the Emergency Response Task Force. 

Employee Standards:  

• Be a team player 
• Sustain a positive, enthusiastic and professional attitude 
• Accommodate requests with a “let me see what I can do” attitude
• Adhere to supervisor directives
• Maintain a professional appearance and demeanor
• Arrive prior to the scheduled starting time, properly dressed and prepared to work 
• Perform all duties in a timely, accurate, honest, and professional manner   

Mental, Physical and Visual Skills:  

Must be able to follow written, verbal, or diagrammatic instructions with several concrete variables.  Able to add, subtract, multiply and divide whole numbers, and do calculations involving fractions, decimals and percentages. Ability to understand and follow verbal or demonstrated instructions; write identifying information; request supplies verbally or in writing. Must be able to stand for long periods of time and do heavy work, exerting up to 50 pounds of force occasionally, moving furniture and performing such activities as climbing, balancing, stooping, kneeling, reaching, standing, pulling, walking, pushing, lifting, talking, hearing and repetitive motions.  Have visual requirements of mid-range vision. 

Working Conditions:  

This is a non-exempt position with varied work hours.  Works in a normal retreat center environment.  The hours would be between 25-30 hours per week. This role involves a flexible schedule including nights, holidays, and weekends.   

This job description does not state or imply that the above are the only duties and responsibilities assigned to the position.  Employees holding this position will be required to perform any other job-related duties as requested by Management.  All requirements are subject to possible modification to reasonably accommodate individuals with a disability. 

Evaluation:  

Ninety days from date of employment date. Thereafter, annually at the end of the calendar year.