Guest Experience Coordinator, Non-exempt

Overview

General Summary of the Position

Join a team where hospitality meets heart. We’re seeking a purpose-driven professional who excels in a collaborative environment and is passionate about crafting exceptional experiences for every guest. The Guest Experience Coordinator plays a vital role in delivering attentive, courteous, and efficient service to guests from pre-arrival through departure.  This role is ideal for someone upbeat, dependable, and committed to ensuring exceptional guest satisfaction at every touchpoint, as it includes responsibilities that are integral to our ministry.

Responsibilities

Essential Duties and Responsibilities of the Position:

• Communicate effectively and professionally- both verbally and in writing- with internal teams, guests, and visitors.

• Perform a variety of administrative duties requiring extended periods of computer use in a professional office environment

• The Guest Experience Coordinator plays a vital role in ensuring a welcoming, peaceful, and well-organized experience for all visiting groups. From initial inquiry to final farewell, this position supports the full lifecycle of group retreats, upholding the center’s values of hospitality, mindfulness, and care.

Pre-Retreat Planning

• Manage group reservations, site visits, menus, waivers, and all relevant documentation.
• Ensure compliance with diocesan guidelines. 
• Communicate event details clearly to internal departments and follow up to ensure timely execution.
• Manage group scheduling and coordinate all logistical needs for retreats and events.

On-Site Guest Experience (Support to Groups)

• Welcome and check-in groups upon arrival, ensuring a warm and professional reception.
• Ensure readiness of retreat spaces and event setups in alignment with guest expectations.
• Respond promptly to emergency calls and special requests during events.
• Maintain a welcoming atmosphere and uphold high standards of hospitality throughout the guest journey.
• Facilitate check-out by obtaining event approval signatures and preparing billing documentation.

Post-Retreat Follow-up

• Send thank-you communications and distribute post-event surveys to gather feedback.

Center-Wide Support

• Assist with marketing projects, catering services, clean-up days, special projects, seasonal programs and other activities as needed.

Ministerial Responsibilities:

• Greet and serve as the primary point of contact for guests in person, over the phone or electronic communication that reflects the love and hospitality of Christ. 
• Respond promptly and effectively to guest inquiries, ensuring all details are in place for a seamless experience while promoting a spirit of service consistent with the Catholic teachings.

Qualifications

Position Requirements

Knowledge, Skills, and Abilities

• Customer-Focused Mindset: Energetic, personable, and committed to creating a warm and memorable experience for every guest. Demonstrates genuine hospitality and a welcoming spirit consistent with our Catholic values.
• Multitasking & Adaptability: Thrives in a dynamic, fast-paced environment; able to balance multiple priorities while maintaining grace under pressure. Organizational Excellence: Detail-oriented with excellent planning and coordination skills. Ensures smooth operations through efficient organization of files, materials, and events.
• Communication Skills: Excellent verbal and written communication skills in both English and Spanish, with the ability to engage effectively and respectfully with guests, staff, and community members.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and able to learn new systems or software quickly and effectively
• Customer Service Experience: Brings prior experience in hospitality, retail, or restaurant environments where service excellence and attention to detail are key.
• Interpersonal Strengths: Friendly and approachable, with a genuine enjoyment of working with others and building positive relationships
• Problem-Solving Ability: Resourceful in resolving challenges and making practical decisions that align with organizational goals.
• Professionalism: Exhibits maturity, reliability, and integrity; always maintains a positive attitude and professional appearance.
• Schedule Flexibility: Willingness to work a variable schedule, including weekends, to meet the needs of the ministry and guests.

EDUCATION & EXPERIENCE:

   Degree

• Degree in Hospitality Management, Event Planning, or a related field.
• Minimum of three to four years of hospitality, administrative, customer service or guest

services experience.

• Proficient computer skills with experience using Microsoft Office programs.
• Bilingual in English and Spanish required.
• A practicing Catholic in good standing is preferred.

Special Requirements:

• Must be available to work with a dynamic working schedule
• Tuesday 9:00 am – 4:00 pm
• Thursday 9:00 am –6:00 pm
• Friday: 8:00 am – 12:00 pm and 4:00 pm – 8:00 pm
• Saturday: 8:00 am – 12:00 pm and 4:00 pm – 8:00 pm
• Sunday: 8:00 am – 12:00 pm

Physical Requirements Specific to the Job:

• Must be able to lift up to 30 lbs. as part of event and facility setup duties

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas – Pastoral Center.

The Diocese of Dallas – Pastoral Center reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.

Pay Range