Retreat Host & Logistics Coordinator

Youthfront, a non-denominational youth ministry, is committed to helping youth build faith, friendships and leadership, and to providing support for families, churches and youth ministry workers. The Retreat Host & Logistic Coordinator blends detailed logistics management with warm, on-the-ground hospitality to support outside groups renting our camp facilities and internally-run summer camp programs.

About the role

This role is the driving force behind every outside group that rents our camp facilities—from the first booking conversation through the final departure. You’ll prepare facilities to match each group's needs, coordinate temporary staff, keep operations and program teams in sync, and personally host groups on site to ensure their retreat runs smoothly. Every detail you manage shapes how a group experiences our camp, creating space for retreat groups and teen volunteers to encounter something meaningful.

The role shifts with our camp calendar: during the fall-through-spring retreat season, you’ll manage logistics and hospitality for outside groups, working many weekends (typically Friday evening through Sunday morning) plus weekday hours for administrative work. In the summer, you’ll support our internally-run summer camp programs as part of the Operations team, focusing on building and grounds upkeep. Schedule flexibility is essential for this year-round, non-traditional role.

Responsibilities

• Group Logistics & Facility Prep
  • Serve as the primary point of contact for outside groups renting camp facilities, from initial inquiry through post-event follow-up.
  • Gather and confirm group details: arrival/departure times, headcount, room/building assignments, meals, dietary needs and allergies, and add-on services.
  • Coordinate facility setup so buildings and spaces are ready and configured to each group's specific needs.
  • Communicate group requirements clearly to relevant staff, including meal counts, timing, and dietary restrictions.
  • Track bookings and logistics details in our camp management system.
  • Prepare quotations for group inquiries.
• Staffing
  • Recruit, hire, and schedule temporary help needed to run each retreat, including cooks, cleaners, and dishroom staff.
  • Orient temporary staff to their responsibilities and camp expectations for each event.
  • Turn in payroll/hours for each temporary staff.
• On-Site Hosting
  • Serve as the on-site host for groups during their stay, typically Friday evening through Sunday morning, with occasional weekday retreats.
  • Be a visible, welcoming presence for group leaders and participants, and troubleshoot issues as they arise in real time.
  • Work evenings and weekends as needed to cover group stays.
• Cross-Team Collaboration
  • Partner closely with team members on facility readiness, maintenance needs, and scheduling.
  • Coordinate with the Program team when teen volunteers are on site alongside retreat groups, ensuring clear roles and safety.
  • Execute and oversee selected operational projects that teen volunteers help complete.
  • Keep all relevant staff informed and aligned on a rolling basis as group details are confirmed or changed.
  • Positively contribute to the Camp Co-Op Team.
• Operations & Facilities Support
  • In collaboration with our Church Partnership Team, provide tours for pastors and youth group leaders.
  • Help prepare and maintain camp facilities in support of internally-run summer camp programs for children and youth, which may include tasks such as cleaning, basic repairs, mowing, or painting.
  • Utilize maintenance software to track work orders and assignments.
• General Responsibilities
  • Represent the organization, its interest, and programs.
  • Maintain a positive working relationship with clients, vendors, and partners.
  • Follow all procedures and policies as outlined in the staff handbook.
  • Participate in all staff events, meetings, and initiatives as assigned.

Qualifications

• High School Diploma or GED.
• High level of administrative skills and close attention to detail.
• Ability to work in Microsoft Office Suite and Google Suites.
• Ability to lift up to 50 lbs.
• Driver’s License required.
• 2 years of related experience.

Ideal Candidate Traits

• A genuine love for people and a heart for youth and faith formation.
• Strong administrative and organizational skills.
• Clear, friendly communication skills, both in person and in writing.
• Comfort supervising and coordinating temporary or seasonal staff.
• Flexibility to work a nontraditional schedule, including weekends and some evenings.
• Problem-solving skills and a calm, adaptable presence when plans shift.
• Willingness to shift into a hands-on Operations role when needed.

Benefits

• Paid time off.
• Health and dental insurance.

Schedule

This role shifts with the camp calendar:

• Fall through Spring: Work many weekends (typically Friday evening through Sunday morning) when retreat groups are on site, plus weekday hours for administrative work and meetings.
• Summer: Hours shift to align with the needs of our summer camp programs, focusing on building and grounds upkeep.