Guest Retreats & Administrative Coordinator

Guest Retreats & Administrative Coordinator Quapaw, OK 74363 Full-time Full-time This position is critical to the ministry of Sky Ranch and contributes directly to our mission of leading youth and families to know and follow Christ. The Guest Retreats & Administrative Coordinator supports the ministry of Sky Ranch by delivering an excellent and seamless retreat experience for all guests while providing essential administrative and clerical support to camp operations. This role ensures that retreat groups are well-coordinated, well-served, and fully supported from pre-arrival through departure. Additionally, this position strengthens internal operations through organization, communication, financial tracking, and administrative execution.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Guest Experience Serve as a primary point of contact for retreat group leaders, ensuring clear communication and exceptional service throughout the retreat lifecycle. Coordinate retreat details including schedules, lodging, meeting spaces, and special requests. Greet and host retreat groups, ensuring a welcoming and organized arrival experience. Collaborate with internal departments (program, food service, housekeeping, maintenance) to execute retreat plans effectively. Monitor guest experience throughout the retreat and proactively resolve issues. Evaluate guest satisfaction and follow up on feedback to improve future experiences. Lead or assist with weekly retreat meetings and operational coordination. Support retreat execution needs such as meeting room setup, hosting needs, and communication flow. Assist in maintaining relationships with retreat groups and supporting rebooking efforts. Support communication with prospective and returning guests as needed. Track retreat details that impact guest satisfaction and retention. Administration Provide administrative support including email communication, phone correspondence, and document preparation. Manage retreat-related documentation including contracts, deposits, invoices, and final payments. Assist with financial tracking, reporting, and reconciliation of retreat accounts. Maintain accurate schedules, calendars, and retreat records. Assist in preparation of operational and management reports. Support internal coordination such as meeting notes, scheduling, and communications. Maintain organization of camp resources such as keys, radios, and internal systems. Operations Assist with training and support of seasonal or retreat staff as needed. Support non-summer retreat operations including hosting, logistics, and coordination. Participate in alignment with Sky Ranch's mission, vision, and departmental goals.

OTHER DUTIES AND RESPONSIBILITIES

Maintain compliance with Sky Ranch's employee policies and procedures. Maintain compliance with all state and federal laws and regulatory requirements. Perform other duties as required.

QUALIFICATIONS

EDUCATION Bachelor's degree preferred; 2-3 years relevant experience.

EXPERIENCE

Organization and multitasking Communication and relational skills Financial/admin accuracy Microsoft Office proficiency

KNOWLEDGE

Knowledge of principles and processes for providing excellent customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Ability to communicate the vision of Sky Ranch to both internal and external customers. Ability to speak, read, and write proficiently in English. Ability to speak clearly and make self-understood in face-to-face interactions; to articulate with accuracy on the telephone and through e-mail. Excellent listening skills and professional written communication skills. Ability to deal with complex situations or issues and make effective, timely and appropriate decisions. Ability to provide strategic and logistical planning and facilitate meetings, conferences, workshops, and/or retreats as required. Ability to investigate and analyze information; draw conclusions and offer problem solving skills with sound judgment. Ability to prepare moderately complex reports. Proficient working knowledge and ability to use various office software including, but not limited to, Microsoft Word, Excel, Outlook. Basic internet and social media skills.

PHYSICAL DEMANDS

Some physical effort required on a routine basis; ability to use up to 20 pounds of force regularly and 50 pounds of force occasionally. Ability to grasp, push, pull, carry or otherwise manipulate objects; ability to perform tasks requiring action of muscles or groups of muscles and foot and/or hand-eye coordination. Requires some physical agility, including but not limited to: bending for items below or reaching for items above the individual; crawling under desks; stooping, and climbing step stools or ladder.

WORK ENVIRONMENT

Must be able to work flexible hours, including nights and some weekends Works indoors in normal office environment about half of the time and outdoors the other time Must be able to drive a car and golf cart OTHER Commitment to Christian principles and teachings both professionally and personally. Must be able to fully support Sky Ranch's Doctrinal Statement. An active membership in a church whose spiritual beliefs are aligned with Sky Ranch's Doctrinal Statement. Commitment to Sky Ranch's Vision, Mission, Values (Who We A.R.E.) and Principles (WOW, Stewardship, and Excellence) demonstrated in daily behavior. Must demonstrate annually a clear background check and review of child safety practices as required for camp accreditation by the American Camping Association. Possess personal spiritual discipline that models a proactive approach toward personal spiritual and relational health.