Guest Adventures Coordinator - FT

Northwood Investors•Islamorada, FL

About The Position

The Guest Adventures Coordinator supports the daily operations of the Guest Adventures department and serves as its primary administrative and guest-service contact for recreation activities and experiences. The role manages incoming calls and emails, responds to guest inquiries, assists with activity information and reservations as assigned, and supports recreational amenities. The Coordinator also assists guests with bicycles, checks out recreational and sports equipment, maintains accurate records, and communicates with the department and other resort teams. The position combines administrative duties with hands-on guest interaction in a luxury resort environment. The successful candidate is proactive, organized, personable, attentive to detail, and committed to exceptional hospitality. Success means maintaining an organized and responsive department desk, providing accurate information, tracking equipment properly, communicating consistently with operational teams, and following through on guest and departmental requests.

Requirements

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.
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 handling and distributing 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.

Nice To Haves

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.

Responsibilities

Manage incoming telephone calls, emails, and guest inquiries professionally and promptly.
Maintain organized departmental records, logs, equipment check-out records, and administrative documentation.
Assist with activity schedules, reservations, guest requests, and departmental communications as assigned.
Monitor communication channels and direct guest requests to the appropriate team member.
Support daily administrative functions and prepare or maintain activity information, forms, schedules, and guest-facing materials.
Communicate updates, guest requests, and operational needs to Guest Adventures leadership.
Handle guest information and departmental records accurately and confidentially.
Welcome guests and provide accurate information about resort activities, recreational amenities, equipment, operating hours, and experiences.
Answer questions, make recommendations, and assist guests in selecting activities.
Respond to guest requests and concerns professionally, urgently, and with a solutions-oriented approach.
Anticipate guest needs and take initiative to create personalized experiences.
Communicate courteously with guests in person, by telephone, and by email, maintaining a polished professional presence.
Assist with bicycle check-outs and returns and answer questions about bicycle use.
Issue and receive recreational and sports equipment, including pickleball equipment and other available amenities.
Track equipment check-outs and monitor equipment condition and organization.
Keep equipment and guest-service areas clean, orderly, stocked, and ready for use.
Provide basic equipment-use instructions and applicable safety guidelines.
Report missing, damaged, or malfunctioning equipment to the appropriate supervisor or manager.
Coordinate guest requests and communicate with team members responsible for recreation activities and amenities.
Provide operational support to other Guest Adventures areas as business needs require.
Serve as a communication link among guests, the Guest Adventures team, resort departments, and leadership.
Collaborate with team members and assist with departmental projects, special events, group activities, and other assigned operational responsibilities.
Remain flexible and assist where needed to support the department.