Hospitality & Guest Relations Coordinator

Convoy of Hope considers all team members to be ministers of the Gospel. Employment at Convoy of Hope is viewed as a calling from God to serve others through our faith and core values. As part of this calling, team members may be asked to pray with or provide spiritual care to fellow employees, donors, guests, or others we serve. Every team member is expected to model Christ-like character and to integrate their faith into their work and interactions.

Ministry Function:
The Hospitality & Guest Relations Coordinator supports the ministry of Convoy of Hope by partnering with the Hospitality & Guest Relations Director to coordinate administrative and logistical functions for external events and guest experiences. This role serves as a central point of communication between external groups and internal teams, ensuring event details are accurately communicated, agreements and financial documentation are managed, and event logistics are coordinated from planning through completion. The coordinator also provides support to internal events and assists with Hope Supply Co. operations as needed. 

Essential Duties and Responsibilities:

1. Partners with the Hospitality & Guest Relations Director to coordinate external events by communicating with host groups, gathering event details, and ensuring accurate information is shared with internal departments.
2. In partnership with the Hospitality & Guest Relations Director, coordinates with internal teams to facilitate event planning, logistics, timelines, and operational requirements for external events.
3. Manages event-related administrative processes, including tracking agreements, maintaining event records, coordinating invoicing, and ensuring required documentation is completed in a timely manner.
4. Acts as a liaison between external groups, internal departments, vendors, and contractors to ensure clear communication and successful event execution.
5. Assists with planning and onsite coordination for external and internal events, providing logistical support before, during, and after events as assigned.
6. Supports the Hospitality & Guest Relations Director in developing and maintaining procedures, systems, documentation, and communication processes that enhance event operations and guest experiences.
7. Assists with logistical support for internal events as needed.
8. Coordinates logistics for the Hope Supply Co. Store by fulfilling online orders, maintaining inventory, and managing Shopify back-of-house operations as needed.
9. Serves as a backup barista for the Hope Supply Co. Coffee Shop as needed.
10. Maintains confidentiality of sensitive information and conducts all responsibilities with the highest level of integrity.
11. Fulfills all other duties as assigned.

Required Knowledge, Skills, and Abilities:

1. Two-year experience in administrative work or event planning is required. A bachelor's degree is preferred; a high school diploma or equivalent is required.
2. Possesses excellent written and verbal communication skills.
3. Demonstrates professionalism, resourcefulness, and the ability to work independently while also being comfortable in a close-knit, team-oriented setting.
4. Exhibits attention to detail, strong organizational skills for handling several projects at one time, and the ability to follow through without direct supervision.
5. Exhibits strong organizational skills for handling several projects at one time. Is detail-oriented and can follow through without direct supervision.
6. Exhibits strong Mac or PC proficiency and working knowledge of Google Workspace and Microsoft Office, with the ability to quickly learn other COH systems as needed.

Organizational Values & Ministry Participation Requirements:

1. As a Christian organization, Convoy of Hope believes it is critical that team members embrace the organization's religious purposes for which it exists and not only agree with its Statement of Faith but demonstrate it in their lives on an ongoing basis.
2. Demonstrates cultural awareness, humility and an ability to learn from international colleagues to strengthen global collaboration.
3. All team members are expected to contribute to the successful coordination and delivery of major organizational events (IWD, etc), working cooperatively across working groups as needed.
4. Attends and actively participates in COH At Home Week meetings and activities as a required responsibility to the organization and fellow team members.
5. Serves as an advocate for the ministry, striving to nurture, broaden, and develop financial and other resource opportunities to support and expand organizational and program ministry.
6. Positively represents the ministry of Convoy of Hope, including its mission statement and core values, to all outside constituencies.

Supervisory Responsibilities:  
This position may supervise volunteers at events.