Senior Guest Relations Coordinator

Who We Are

The Avila Center for Community Leadership, part of Self-Help, is a movement home and retreat center in North Durham that hosts retreats, convenings, and gatherings for social-justice organizations. Avila is grounded in Radical Hospitality: caring for guests with dignity and intention, so they feel welcomed when they arrive, supported during their stay, and remembered after they leave. Radical Hospitality is also how Avila builds community connections and deepens relationships. We are seeking a Sr. Guest Relations Coordinator to join our Durham, NC team!

What You'll Do

• Run the program end to end: own systems for how the spaces and lodging are scheduled, set up, and matched to each group, and manage the complex calendar across competing requests as Avila grows.
• Own the relationships, contracts and insurance requirements for the vendors that service the spaces. Direct their work to standard within budget, and bring on new vendors through Avila’s normal approval process.
• Provide event planning for Avila led programming and collaborations. Ensure that all event logistics and operations are executed successfully, on time and on budget.
• Own the reservation process end to end, from inquiry through closeout. Own and maintain the booking system ensuring bookings, payments, agreements, COIs, and partner credits are updated within 24 hours.
• Conduct monthly audits and coordinate payment processing, invoicing, and reconciliation with Self-Help accounting colleagues.
• Host onsite groups and be the point of contact for all campus readiness, program setup, meals, lodging and connectivity.

What You'll Need

• A high school diploma or equivalent, and five or more years of experience in operations, hospitality, event or retreat coordination or program management.
• Three years owning a complex operation or program end to end. An equivalent combination of lived, movement, and professional experience that demonstrates this capacity will be considered.
• At least four of those years in a coordination, operations, hospitality, or program role with ownership of multi-step processes from start to finish. Examples include retreat or conference coordination, event coordination at a venue or community space, hospitality operations, or program coordination in a nonprofit setting.
• A strong commitment to Self-Help's mission of creating economic opportunities for traditionally underserved communities. Commitment to radical hospitality and relational stewardship, and experience with meaningful customer service.
• Direct experience hosting groups (retreats, conferences, meetings, gatherings) in a setting where care, dignity, and shared responsibility shape every interaction is preferred.
• Ability and willingness to work outside normal work hours, as needed, including occasional nights and weekends.
• The schedule flexes around the booking calendar, with work weeks shaped by who is on campus and when.
• Preference for working in organizations that place priority on teamwork and collaboration.
• Strong, independent judgment: able to assess a situation, act within established parameters.
• Highly organized, able to juggle many moving parts at once.
• Excel skills.
• Social media presence.
• Spanish/English a plus.

Skills

• Strong communication skills.
• Excellent organizational skills.
• Proficiency in Microsoft Office Suite.
• Experience with event planning software.

Benefits

Competitive nonprofit compensation, based on experience, plus a generous benefits package. Compensation ranges for each position are based on local market rates and will be determined by geography, role, and experience.

Pay

$26.00-$33.42 per hour, depending on experience.

Schedule

The schedule flexes around the booking calendar, with work weeks shaped by who is on campus and when.

Qualifications

• High school diploma or equivalent.
• Five or more years of experience in operations, hospitality, event or retreat coordination or program management.
• Three years owning a complex operation or program end to end.
• At least four of those years in a coordination, operations, hospitality, or program role with ownership of multi-step processes from start to finish.
• Direct experience hosting groups (retreats, conferences, meetings, gatherings).
• Ability and willingness to work outside normal work hours, as needed, including occasional nights and weekends.
• Preference for working in organizations that place priority on teamwork and collaboration.
• Strong, independent judgment: able to assess a situation, act within established parameters.
• Highly organized, able to juggle many moving parts at once.
• Excel skills.
• Social media presence.
• Spanish/English a plus.

Company

Self-Help is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Equal Opportunity Employer

We celebrate diversity and are committed to creating an inclusive environment for all employees.