Director of Guest Services

Retreat Coordination and Rentals

Coordinate successful handoffs from sales to guest services for retreat rentals. Manage rental retreat lifecycle post contracting phase through execution. This includes communication with group leaders to build out retreat and during key deliverable dates, during retreat, and immediately post retreat. Provide outstanding guest service to both internal and external stakeholders for events which include overnight retreat rentals, day conferences, simchas, and corporate service days. Be responsive to group leaders and guests during their stay. Provide regular communication between Guest Services department and other Pearlstone departments throughout the year both in Hospitality and in other divisions. Communicate all retreat rental information timely and accurately as needed for success of operations departments such as culinary, retreat services, maintenance, housekeeping, and hospitality services. Upsell to add value to contract including welcome baskets, culinary upgrades, programs, campfires, etc. Partner with programs team to provide programming for groups, so that events benefit from connecting Adam and Adamah, people and planet. Notify guests staying on campus immediately of any emergency procedures and special instructions, and be a person responsible for responding to the emergency phone in rotation with other staff. Be a part of the Emergency Response task force, working together with directors and staff of other departments to support safety protocols.

Guest Services Department Primary Role

Supervision of the Guest Services department. Either manage or delegate primary responsibility for retreat rentals, day conferences, celebrations, such as weddings and bnai mitzvahs, and corporate service days. Be lead Guest Services contact and coordinator for Adamah program retreats and work closely with programs team and Retreat Managers. Manage the staffing calendar for the Guest Services department. Work with the COO, Eve Wachhaus on business development and cultivation to support business development initiatives. Build Standard Operating Procedures for Guest Services with support from the Director of Campus Hospitality.

Campus Hospitality

Support and supervise the Amphitheater Manager in her role in overseeing the Amphitheater and campus hospitality. The Amphitheater Manager primary focus is the growth of the Amphitheater business enterprise. In addition, the Amphitheater Manager supervises campus associates, manages getaways including rentals of bunkhouses, VRBO vacation home, pavilions, and the pool. Oversees the swim club enterprise at the pool including pool maintenance, lifeguards, and membership.

Administrative

Compile monthly reports, submit both reports and invoices and participate in accounts receivable. Ensure that the Guest Services event coordinators and administrator, manage lifecycles of their events, generate necessary reports and disseminate information as needed using Reserve, Retreat Guru and other software to appropriate colleagues. Communicate guest changes, requests and allergy information promptly to the operations departments including culinary, retreat services and hospitality services, particularly National Culinary Director and Executive Chef. Communicate center and event needs to various retreat rental and simcha vendors (e.g. linen company, specialty food vendors, alcohol delivery, etc.) and vendors dealing with the pool. Provides guest services training to staff; see below.

Supervision

Event Coordinators, Guest Services Administrator, Amphitheater Manager. Oversees campus associates and lifeguards.

Helpful Prior Skills and Experience Include

Experience in hospitality, guest services, event management, retreat center operations, or a similar guest-facing environment. Strong ability to manage retreats and events from planning through execution and follow-up. Excellent communication skills with guests, group leaders, vendors, and internal departments. Proven supervisory experience, including managing staff schedules, delegation, training, and accountability. Strong organizational skills and attention to detail, including tracking event needs, deadlines, guest requests, allergies, and vendor coordination. Comfort and Proficiency with SharePoint, using event management software, calendar, reporting, and administrative systems. Ability to build and improve department systems, workflows, SOPs, and staff training practices. Calm, professional judgment in responding to guest issues, emergencies, and changing operational needs. Understanding of or willingness to learn Jewish communal norms, including Shabbat, holidays, kashrut, simchas, and pluralistic Jewish community expectations. Alignment with a mission-driven nonprofit retreat center environment and Adamah’s focus on people, planet, Jewish life, and transformational retreating. Warm, collaborative, flexible, service-oriented, and able to build strong relationships across departments.

General

Must have a track record of providing excellent customer service. It is everyone’s job to ensure the financial health of the organization through retreat sales, program revenue, and/or fundraising. Attend weekly department meetings. Attend monthly all-staff meetings. Must possess a solid work ethic with strong organizational and time-management skills, excellent attention to detail, professional verbal, and written communication skills in English. Must maintain a professional demeanor. Must be able to adapt to changing situations including shifting priorities during the workday, flexible schedule, and workload. Other tasks/duties as assigned.

Working Conditions

This is an exempt position with work hours set to include weekends and some weekdays, work over Shabbat (Friday evenings through Saturday evenings), and Jewish and secular holidays.

This job description does not state or imply that the above are the only duties and responsibilities assigned to the position. Employees holding this position will be required to perform any other job-related duties as requested by Management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

Ninety days from date of employment date, there will be a check in between you and your supervisor. Annually thereafter.

The Associated: Jewish Community Federation of Baltimore and its Agencies are equal opportunity employers, dedicated to a policy of non-discrimination in employment on the basis of race, religion, color, sex, sexual orientation, gender identity or expression, national origin, age, marital status, citizenship, veteran's status, physical or mental disability that does not prohibit the performance of essential job functions (with or without reasonable accommodation) or any other basis protected by federal, or applicable, state or local law.