Job Description
Job Description
Job description:
The Event Coordinator & Office Administrator is a dynamic, full-time position responsible for coordinating events and office operations. This role serves as the primary contact for weddings, private events, trail rides, and other ranch tours, overseeing inquiries, site visits, contracts, vendor coordination, and ensuring compliance with county and ranch standards—while also supporting daily office functions such as record keeping, bank deposits, lease agreements, and paperwork. The position requires excellent organizational and communication skills, flexibility to transition between administrative tasks and event responsibilities, and a proactive approach to delivering exceptional client experiences and operational support. With housing or stipend, health and phone allowances, vacation time, and other unique company benefits, this role offers the opportunity to build a rewarding career in a collaborative, fast-paced environment.
Job Title: Event Coordinator & Office Administrator
Reports To: Assistant Ranch Manager and Ranch Manager
Effective Start Date: TBD
Pay: BOE
Benefits:
- Housing or housing stipend provided
- $350 monthly health Insurance stipend
- $75 monthly phone plan reimbursement
- Potential for annual Bonus - Max 15% of annual Salary
- SEP IRA after 2 years of employment
- 1-week Paid Vacation, 3 paid sick days per year.
- ½ Beef Provided.
Essential Duties and Responsibilities:
Event Coordination
- Serve as the primary point of contact for event inquiries.
- Promote and book ranch wedding and event venues while upholding ranch standards.
- Respond to event inquiries within 24 hours across phone, email, and online platforms.
- Facilitate venue site tours, provide detailed information, and draft contracts for potential clients.
- Work with the ranch team to keep event sites ready through regular upkeep and landscaping.
- Communicate site needs and event updates with management.
- Build relationships with wedding planners, vendors, and local businesses to encourage repeat bookings.
- Manage photo and video shoots from initial client contact through event completion.
- Support event compliance with county regulations, ranch requirements, and vendor schedules.
- Monitor sound levels during events and submit sound reports to management.
- Assist in the development of new event sites, including coordinating with county representatives to obtain permits.
- Assist in updating booking softwares to manage trail rides, sleigh rides, and other direct ranch operations.
- Manage the Events Calendar, maintain detailed event spreadsheets and records, and communicate schedules with ranch staff on a regular basis.
Administrative and Operational Support
- Assist Managers with ranch goals and objectives, providing support on projects and tasks as needed.
- Answer phone calls, manage mail and team correspondence, and provide professional, friendly customer service.
- Keep office operations running smoothly by maintaining equipment, coordinating tech support, and handling updates.
- Maintain organized files for ranch assets including horses, vehicles, equipment, livestock, fuel, propane and facility records.
- Draft and update ranch lease agreements and contracts as needed.
- Process incoming checks and prepare regular bank deposits.
- Handle vehicle paperwork including registrations, titles, and ensuring county compliance.
- Support management with seasonal worker program paperwork and ensure compliance with legal requirements.
- Provide rental tenant support by responding to inquiries, reporting maintenance issues, and assisting with sourcing new tenants.
- Collaborate with managers and the marketing team on social media posts and partnerships with local businesses.
- Assist with winter bookings in Teton Village, including scheduling tours and managing reservations.
- Use booking software to manage guest tour schedules, pricing, and automated communications.
- Create memorable experiences for guests through excellent service and support.
To apply please email your resume and cover letter to: eventsofficejob2025@gmail.com