Summer Guest Period Coordinator at Charlestowne Hotels – Hendersonville, North Carolina

Passionate about creating unforgettable guest experiences? We're seeking a Guest Period Coordinator to join our team on or around June 1, 2026, for the upcoming Summer.

JOB SUMMARY

The Summer Guest Period Coordinator serves as a primary leader of Kanuga's Summer Guest Period programs, overseeing all youth programming and guest activities. This dynamic, hands-on role is ideal for someone who thrives in a fast-paced environment and is passionate about creating meaningful, engaging experiences for all guests.

Summer Guest Period Coordinators are responsible for the full scope of Summer Guest Period operations, such as blending guest interaction, staff leadership, and behind-the-scenes logistics. They ensure programs run smoothly, staff are supported, and guests receive the highest level of hospitality.

The Summer Guest Period Coordinator will hold a primary focus area, but will assist in leading all staff, managing programming, and executing events across the Summer Guest Period.

This position reports directly to the Director of Activities & Programming, but will collaborate closely with Kanuga's hospitality, events, and food & beverage teams. To perform this job satisfactorily, an individual must be able to perform each duty and responsibility satisfactorily.

DUTIES AND RESPONSIBILITIES

Leadership & Team Development

• Supervise and lead all Summer Guest Period activities.
• Facilitate staff training and ongoing coaching.
• Lead daily meetings, briefing, and debriefs to ensure clear communication and alignment.
• Assign staff to youth programs, auxiliary roles, and events.
• Serve as visible, approachable leader to both the team and guests.

Youth Programming

• Plan and oversee youth programming.
• Conduct daily check-ins with lead group counselors and team.
• Ensure activities are engaging, tailored to the group, and safely executed.
• Manage sign-in and sign-out procedures for youth participants.

Operations & Logistics

• Coordinate daily program logistics, including:
• Event setup and breakdown
• Tournament scheduling and facilitation (tennis, pickleball, cornhole, etc.)
• Supply distribution, including water stations and activity materials
• Tie-dye preparation and guest distribution.
• Prepare and maintain all activity spaces with necessary equipment and supplies.
• Track and manage inventory, coordinating supply needs with administrative staff.

Programs & Events

• Oversee and facilitate evening programs.
• Coordinate staffing and execution for large-scale events.
• Partner with Events, Food & Beverage, and other departments to ensure seamless guest experiences.

Coordination & Communication

• Maintain strong daily communication between other coordinators to ensure coverage and consistency.
• Adjust schedules and staffing in real time based on program needs.
• Maintain accurate records including attendance, evaluations, and incident reports.
• Identify opportunities for improvement and implement program enhancements.

Safety & Compliance

• Ensure all programs comply with Kanuga and Charlestowne policies, including but not limited to health, safety and various protection standards.
• Promote a safe, inclusive, and supportive environment for all guests and team members.

Additional Responsibilities

• Adapt to changing schedules and program needs with flexibility and professionalism.
• Support overall Summer Guest Period operations as needed.
• Perform other duties as assigned.

JOB REQUIREMENTS AND QUALIFICATIONS

Education and Experience

• Bachelor's degree preferred in hospitality, recreation/leisure management, education, outdoor leadership, event management or a related field; equivalent experience considered.
• 2 years of experience in youth programming, camps, retreats/conference centers, hospitality, or recreation, with progressive responsibility, such as leading seasonal or volunteer teams, activity design, event scheduling, logistics, and risk management; Budgeting and resource management exposure (program supplies, vendor coordination) preferred.
• Valid driver's license to operate program vehicles/golf carts.
• Relevant certifications a plus: First Aid/CPR/AED; Lifeguard, Wilderness First Aid, youth protections/safeguarding training.

Knowledge, Skills and Abilities

• Strong knowledge of safety protocols, incident reporting, and emergency response.
• Strong hospitality mindset with the ability to design creative, inclusive, and accessible programs for all guests.
• Proficiency with scheduling and communication tools (Google Workspace/Microsoft), and basic registration or camp management software/process.
• Basic knowledge of radios, phones, and AV/IT equipment.
• Strong leadership, communication, conflict resolution, and problem-solving skills.
• Excellent organizational and time-management skills.
• Ability to coordinate across departments to deliver multi-faceted programs.
• Ability to manage and motivate diverse seasonal staff.
• Ability to tolerate outdoor exposure (sun, insects, pollen) and adhere to safety practices (hydrations, PPE).
• Ability to adapt in a fast-paced, dynamic work environment and work flexible hours, including nights, weekends, and holidays as needed.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment and physical demands described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Dynamic, guest facing setting across indoor and outdoor spaces (cabins, meeting rooms, trails, waterfronts).
• Fast-paced environment with shifting priorities, frequent interruptions, and tight timelines for programs/events.
• Frequent coordination across all departments and high interaction with guests of all ages.
• Variable weather conditions (heat, cold, rain, sun) and uneven terrain is common.
• Periods or high noise/activity during group events; occasional solitude for setup or administrative planning.
• Standing and walking for extended periods of time; frequent movement between activity sites.
• Regular lifting, carrying, and setting up program materials and equipment (typically 20-40 lbs; occasionally up to 50 lbs with assistance).
• Bending, kneeling, reaching and stretching to arrange spaces, load/unload supplies, and support activities; occasional ladder usage.
• Regularly required to verbally communicate, as well as hear and respond, to guests and the team.
• Sufficient visual acuity to read schedules/maps, monitor participant safety, and operate vehicles/golf carts.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.