Hospitality Coordinator

The Fetzer Institute•Kalamazoo, MI

1d•$28•Onsite

About The Position

In accordance with our core values of love, trust, authenticity, and belonging, the Fetzer Institute affirms that every person has inherent value and purpose, and that we belong to a sacred community that includes all people and all of creation. The Institute welcomes candidates from all backgrounds who are inspired to contribute to our mission of helping build the spiritual foundation for a loving world. Your unique voice is valued, and we are excited to hear from you! The Hospitality Coordinator plays a central role in creating a welcoming, seamless, and sacred-centered experience for all visitors to the Seasons Retreat Center. Part of the Fetzer Institute, Seasons provides a sacred space for the Institute’s work. Here, guests immerse themselves in opportunities for deep reflection, engaging conversations, and collaborations in support of our mission. This position ensures that every logistical and operational detail — from lodging and meals to transportation and meeting setup — reflects Fetzer’s commitment to care, attentiveness, and spiritual presence. The ideal candidate embodies the spirit of hospitality as sacred service — someone who finds joy in caring for details, anticipating needs, and creating environments where people feel seen, supported, and inspired. They balance practical coordination with soulful attentiveness, holding both efficiency and empathy as equal priorities. The Hospitality Coordinator will work 40 hours weekly, typically Monday through Friday, with occasional evenings and weekends as needed. This position pays $28.40 per hour and is eligible for benefits including medical, dental, vision, prescription, 401 (k), paid time off, and an extensive wellness package.

Requirements

This position requires three to five years of general office experience
Experience in hospitality, event coordination, and/or retreat center operations.
Deep understanding or appreciation of sacred hospitality, spiritual care, or contemplative practices.
Exceptional interpersonal and communication skills.
Strong organizational abilities with attention to detail and flexibility in dynamic environments.
A heart for service and a calm, grounded presence in planning and high-activity settings.
A team-oriented work style that reflects inclusiveness, collaboration, and flexibility.
Proficiency in all Microsoft Office applications.
An interest in, and openness to, the Institute’s mission.
The incumbent will demonstrate the ability to work effectively in an organization that places a high value on relationships and works in a highly collaborative manner, with an orientation to listening and learning.

Responsibilities

Work with internal teams to coordinate guest services for all retreats, meetings, and convenings, including room assignments, dietary needs, and arrival/departure logistics.
Serve as an on-site point of contact to ensure seamless retreat programming and guest care flow.
Embody and extend sacred hospitality by being attentive to guests’ emotional, spiritual, and physical wellbeing.
Assist in maintaining clear communication with retreat participants before, during, and after events, including scheduling ground transportation.
Work with facilitators and Culinary and Facilities Management teams to create a welcoming, nurturing environment for all convenings.
Check in Seasons Retreat Center guests, orienting them to the facilities and accommodations.
Respond to guest requests.
Monitor departure shuttles, ensuring all guests are present and ready to depart on time.
Collect and accurately enter all relevant event information into Dynamics 365, including guest travel, dietary needs, and physical limitations, meal and setup information, agendas, and other logistics.
Ensure reports summarizing lodging assignments, travel, and guest needs are accurate, shared, and updated with relevant teams.
Closely collaborate with hosting staff, review objectives and outcomes, develop procedures, and meet program goals.
Serve as 24-hour on-call contact for one week on a three-week rotation for retreat center guests.
Answer phone calls from Program staff, security guard, and guests to address emergent issues after hours.
Prepare cost-out reports that accurately reflect the on-site expenses for each event and work with Program staff to obtain approvals.
Provide administrative support and organization for the larger Operations Department.
Receive facilities requests and reports of issues and dispatch them to the appropriate person(s).
Answer the main switchboard and route calls as needed.
Admit visitors and vendors through the main and loading dock entrances, while being mindful of safety and security.
Be proactive in assessing facilities for maintenance and other issues and report them using the appropriate channels.
Foster a cooperative departmental atmosphere by providing backup and support to Operations’ teams’ members and other Institute staff.
Complete other duties as assigned.
Attend staff development events and monthly staff meetings to foster an understanding of and commitment to the Institute's values, mission, and goals.
Engage in personal and professional development to ensure continuous learning, growth, and development.
Demonstrate open, direct communication and active listening, and develop positive work relationships to foster an atmosphere of collaboration and teamwork.
Attend the Tuesday morning staff gathering from 9:00 a.m. to 12:00 p.m. EDT each week.
Optional 2:00 p.m. to 2:20 p.m. EDT quiet time, every day.
Independently directed professional and spiritual development built into your work plan.