Events Admin/Guest Services Coordinator

Benefits: Dental insurance Free uniforms Health insurance Paid time off Vision insurance Location: RedStone Ranch Position Type: Full-Time (Thursday through Monday) Position Overview We are seeking a highly organized, energetic, and customer service-oriented Full-Time Events Administrator & Guest Services Coordinator to support the planning, coordination, and daily administration of birthday parties, private events, seasonal festivals, and special celebrations at RedStone Ranch. This individual will play a key role in managing event inquiries, bookings, scheduling, guest communications, and administrative details while ensuring every guest enjoys a welcoming and memorable experience. This position is ideal for someone who thrives in a fast-paced environment, has strong organizational and communication skills, enjoys working with people, and can balance office responsibilities with hands‑on event support. We're looking for someone who takes initiative, pays attention to the details, and doesn't mind getting a little dusty while working on our beautiful ranch! Key Responsibilities Event Administration & Client Relations Respond promptly and professionally to event inquiries via phone, email, and social media. Manage event bookings, reservations, contracts, invoices, and payment follow-ups. Conduct venue tours for prospective clients and provide information on available event packages. Assist clients with event details, including scheduling, activities, food, décor, and special requests. Maintain consistent communication with clients from initial inquiry through event completion. Provide exceptional customer service while representing RedStone Ranch's brand and hospitality standards. Event Coordination & Guest Services Assist with the coordination and execution of birthday parties, private events, seasonal festivals, and special celebrations. Coordinate with event staff and outside vendors, including caterers, photographers, entertainers, and rental companies. Ensure event spaces are clean, organized, properly stocked, and prepared before guest arrival. Welcome guests, assist with check‑in, and provide on‑site support during events as needed. Address guest questions, concerns, and last‑minute requests professionally and efficiently. Assist with event setup, breakdown, and maintaining event spaces. Ranch Activities & Guest Experiences Coordinate with ranch staff to schedule pony rides, animal encounters, and other activities included in event packages. Communicate event schedules and guest needs to the appropriate ranch departments. Help ensure guests follow ranch safety guidelines and animal interaction policies. Support weekly activities, educational programs, and seasonal events as needed. Administrative & Office Responsibilities Maintain and organize event calendars, reservations, client records, and booking documentation. Track event payments, deposits, outstanding balances, and invoices. Maintain inventory of event supplies, decorations, and materials, placing orders when needed. Prepare event schedules, checklists, and internal communications to ensure smooth operations. Assist with developing and updating event packages, pricing, promotional materials, and seasonal offerings. Provide general administrative support to the events department and management team. Marketing & Business Development Support Assist with promoting private event packages, venue rentals, and seasonal activities. Coordinate with the marketing team to provide event details, photos, and promotional opportunities. Gather guest feedback, reviews, and testimonials to help improve services. Help build and maintain relationships with local schools, businesses, and community organizations. Identify opportunities to increase event bookings, repeat customers, and referrals. Qualifications Previous experience in event administration, hospitality, customer service, office administration, or event coordination preferred. Excellent written and verbal communication skills. Strong organizational skills with the ability to manage multiple bookings, deadlines, and responsibilities. Proficiency in Microsoft Office, email, scheduling software, and general office technology. Comfortable handling customer inquiries, contracts, invoices, and payment tracking. Ability to work independently while collaborating with multiple departments. Comfortable working both in an office environment and outdoors in varying weather conditions. Ability to lift up to 50 pounds when assisting with event setup. Weekend and holiday availability required. Experience working with children and families is preferred. Farm or animal experience is a plus but not required. Desired Qualities Friendly, professional, and customer-focused. Highly organized with excellent attention to detail. Self‑motivated, dependable, and proactive. Strong problem‑solving skills and the ability to remain calm under pressure. Comfortable balancing administrative responsibilities with hands‑on guest services. Positive attitude and willingness to assist wherever needed. Creative and enthusiastic about providing memorable guest experiences. Team‑oriented with strong communication and follow‑through. Success in This Role Looks Like Timely responses to event inquiries and efficient booking processes. Accurate and organized event calendars, contracts, invoices, and client records. Positive guest experiences from the initial inquiry through event completion. Smooth communication between clients, event staff, vendors, and ranch management. Events that are properly prepared, organized, and executed on schedule. Well‑maintained event spaces, supplies, and inventory. Increased event bookings, repeat customers, and positive guest reviews. Consistent administrative support that helps the events department operate efficiently. Growth Opportunities As RedStone Ranch continues to expand its private events, venue rentals, seasonal festivals, and community programs, this position offers opportunities for professional growth within the events department. With demonstrated success, the role may develop into an Events Manager or Events & Marketing Manager position, taking on greater responsibility for event operations, business development, and larger‑scale celebrations. #J-18808-Ljbffr