Experiences Coordinator
Wheelzup Adventures – Cumberland, MD & Rocky Gap
Full-Time (March–October) | Part-Time As Needed (November–February)
SUMMARY
The Experiences Coordinator manages and delivers Wheelzup’s group events, outdoor experiences, and concierge-supported activities at Rocky Gap and surrounding areas. This role combines hospitality, logistics, and field leadership to ensure every group has a smooth, safe, and memorable outdoor experience.
This position is ideal for someone who is organized, professional, customer-focused, and comfortable guiding outdoor activities when needed.
KEY RESPONSIBILITIES
Guest & Concierge Coordination
- Serve as the primary contact for group organizers, resort concierge staff, and partner operators.
- Provide availability, pricing, itineraries, and clear communication leading up to each event.
- Maintain excellent customer service through timely responses and professional communication.
Event & Experience Planning
- Build and manage the annual Experiences Calendar.
- Coordinate logistics for guided hikes, kayak/SUP tours, group events, and team-building activities.
- Prepare schedules, waivers, rosters, equipment lists, and staffing plans.
- Arrange and confirm partner-supported excursions (rafting, fly fishing, etc.).
On-Site Execution & Guiding
- Lead or co-lead events and guided outings as needed.
- Manage helpers, guides, and support staff during events.
- Ensure equipment readiness, safety procedures, and smooth guest flow.
Operations & Administration
- Maintain documentation, permits, waivers, and event checklists.
- Track event details, attendance, and post-event notes.
- Manage basic inventories related to events (PFDs, paddles, radios, etc.).
- Provide simple updates to event descriptions, registration pages, and communication templates.
Light Marketing Support
- Help produce simple highlight posts or updates for social media.
- Assist with writing clear descriptions for events and registration pages (Peeks, Square, Google Drive).
QUALIFICATIONS
Required
- Experience in hospitality, event planning, trip coordination, or group logistics.
- Strong communication skills and customer service mindset.
- Ability to lift 40 lbs and work outdoors in varied conditions.
- Proficiency in Google Workspace (Docs, Sheets, Calendar, Drive).
- Prior experience organizing, booking, or setting up group events or activities.
- Comfortable guiding small groups in outdoor settings (hiking, paddling).
- Valid driver’s license.
- First Aid/CPR (or ability to obtain within 3 months).
Preferred
- Experience in outdoor recreation or adventure tourism.
- Comfort operating kayaks/SUPs and leading hikes.
- Experience working with resort partners, concierges, or corporate groups.
WORK SCHEDULE
- March–October (Peak Season): Full-time, including some weekends and evenings.
- November–February (Off-Season): Part-time, as needed for planning, communication, and winter events.
WHO THRIVES IN THIS ROLE
- Organized, detail-oriented professionals who also enjoy being in the field.
- Individuals who enjoy balancing hospitality with hands-on outdoor activity.
- People who bring calm, clarity, and excellent service to group experiences.
- Those who want to help guests have their best experience outdoors through Wheelzup’s pillars of Access, Knowledge, and Community.
