Guest Adventures Coordinator

Job Description

JOB DESCRIPTION

Guest Adventures Coordinator

Property: Cheeca Lodge & Spa
Department: Guest Adventures
Reports To: Guest Adventures Manager

POSITION SUMMARY

The Guest Adventures Coordinator plays an essential role in the daily operations of the Guest Adventures department, serving as the primary administrative and guest service contact for recreation activities and experiences. This position requires a strong combination of clerical and organizational skills, attention to detail, effective communication, and a genuine commitment to delivering exceptional guest service.

As the central communication hub of the department, the Coordinator manages incoming calls and emails, responds to guest inquiries, assists with activity information and reservations as assigned, and supports the daily operations of recreational amenities. Responsibilities also include assisting guests with bicycles, checking out recreational and sports equipment, maintaining accurate records, and communicating effectively with the Guest Adventures team and other resort departments.

The ideal candidate is proactive, organized, personable, and comfortable balancing administrative responsibilities with hands-on guest interaction. This individual understands that exceptional hospitality begins with anticipating needs, providing accurate information, and ensuring every guest interaction reflects the standards of Cheeca Lodge & Spa.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative & Departmental Support

• Manage incoming telephone calls, emails, and guest inquiries in a professional and timely manner.
• Maintain organized records, departmental logs, equipment check-out records, and other administrative documentation.
• Assist with activity schedules, reservations, guest requests, and departmental communications as assigned.
• Monitor departmental communication channels and ensure guest requests are directed to the appropriate team member.
• Support daily administrative functions to maintain organization, accuracy, and efficiency throughout the department.
• Assist with preparing and maintaining activity information, forms, schedules, and other guest-facing materials.
• Communicate important updates, guest requests, and operational needs to the Guest Adventures leadership team.
• Maintain confidentiality and accuracy when handling guest information and departmental records.

Guest Service & Hospitality

• Welcome guests with a warm, professional, and engaging approach.
• Provide accurate information about resort activities, recreational amenities, equipment, operating hours, and available experiences.
• Answer questions, make recommendations, and assist guests in selecting activities that enhance their stay.
• Respond to guest requests and concerns with professionalism, urgency, and a solutions-oriented mindset.
• Anticipate guest needs and take initiative to create personalized, memorable experiences.
• Communicate clearly and courteously with guests in person, over the telephone, and through email.
• Maintain a polished, professional presence consistent with the expectations of a luxury resort environment.

Recreation & Equipment Operations

• Assist guests with bicycle check-outs, returns, and general questions regarding bicycle use.
• Issue and receive recreational and sports equipment, including pickleball equipment and other available amenities.
• Maintain accurate equipment check-out records and monitor the condition and organization of equipment.
• Ensure equipment and guest service areas remain clean, orderly, properly stocked, and ready for use.
• Provide basic instructions regarding equipment use and applicable safety guidelines.
• Communicate missing, damaged, or malfunctioning equipment to the appropriate supervisor or manager.
• Assist with coordinating guest requests and communicating with team members responsible for recreational activities and amenities.
• Provide operational support to other areas of Guest Adventures as business needs require.

Teamwork & Communication

• Serve as a reliable communication link between guests, the Guest Adventures team, resort departments, and leadership.
• Maintain clear and consistent communication regarding guest requests, equipment availability, activity information, and daily operational needs.
• Work collaboratively with team members to ensure a seamless guest experience.
• Assist with departmental projects, special events, group activities, and other operational responsibilities as assigned.
• Demonstrate flexibility and a willingness to assist where needed to support the overall success of the department.

QUALIFICATIONS & SKILLS

Required Qualifications

• Previous experience in an administrative, clerical, customer service, or hospitality position.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency with computers, email, data entry, and standard office applications.
• Ability to manage multiple responsibilities while maintaining accuracy and professionalism.
• Strong interpersonal skills and a genuine commitment to guest satisfaction.
• Ability to work independently, prioritize tasks, and follow through on responsibilities.
• Dependability, accountability, and a positive, team-oriented attitude.
• NO SPONSORSHIPS

Preferred Qualifications

• Previous experience in a luxury resort, hotel, recreation department, or guest services environment.
• Experience answering multi-line telephone systems and managing shared email inboxes.
• Familiarity with activity reservations, scheduling systems, inventory tracking, or equipment management.
• Experience handling guest requests and resolving service concerns.
• Knowledge of recreational activities, including cycling, pickleball, and other outdoor experiences.

CORE COMPETENCIES

• Administrative Excellence: Maintains accurate records, organized workspaces, and efficient departmental processes.
• Guest-Centered Hospitality: Creates welcoming, thoughtful, and professional interactions with every guest.
• Attention to Detail: Ensures information is accurate, requests are documented, and responsibilities are completed.
• Communication: Shares information clearly and professionally across multiple channels.
• Organization & Prioritization: Balances incoming requests, administrative duties, and guest-facing responsibilities effectively.
• Initiative & Problem-Solving: Recognizes needs, takes appropriate action, and follows through without constant direction.
• Teamwork: Supports colleagues and contributes to the success of the entire department.
• Adaptability: Transitions comfortably between desk responsibilities and hands-on operational support.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

• Ability to lift, carry, and move items weighing up to 25 pounds.
• Ability to stand, walk, and move throughout the resort as needed.
• Ability to assist with the handling and distribution of recreational equipment.
• Ability to work indoors and outdoors in the South Florida climate.
• Ability to communicate effectively with guests and team members in a dynamic hospitality environment.
• Flexibility to work weekends, holidays, and varying shifts based on resort occupancy and operational needs.

PERFORMANCE EXPECTATIONS

Success in this position means the Guest Adventures desk operates as an organized, responsive, and reliable hub for the department. Guest inquiries are handled promptly, information is accurate, equipment is properly tracked, and communication between the desk and the operational team is consistent.

The successful Coordinator takes ownership of responsibilities, anticipates guest and departmental needs, follows through on requests, and contributes to a seamless guest experience while supporting the overall efficiency of Guest Adventures.