Guest Experience Coordinator

Guest Experience Coordinator

Join us in creating moments of wonder and discovery for all who walk through our doors!

Position Title: Guest Experience Coordinator

Reports to: Sr. Manager, Guest Experience

Classification

Type: hourly, full-time, non-exempt

Schedule: approximately 40 hours per week with the ability to adjust to a flexible work schedule including weekdays, weekends, evenings and some holidays

Minimum starting rate: $17 per hour

Scott Family Amazeum Overview

The Scott Family Amazeum is a hands-on, interactive museum in Northwest Arkansas and recognized as a 501 (c)(3) non-profit organization. We create a fun environment where risk taking, imagining, problem solving, discovery, collaboration, and exploration bring children and adults together to learn and grow.

Core Purpose: The Amazeum exists to spark and nurture the curious and creative spirit in all of us.

Through experiences with the Amazeum, individuals and the community are engaged in building relationships and developing identities as creative, curious, and innovative shapers for the region. Learning at the Amazeum is an active, playful exploration that inspires curiosity. It is rooted in inquiry-based discovery and involves an element of risk. The Education Department of the Amazeum is looking for team members who are enthusiastic about promoting Creativity, Curiosity, and Community.

The Amazeum facility includes approximately 50,000 square feet of indoor space and one acre of outdoor exhibition and activity space. Opening in fall 2026, the Hangout will feature interactive nature exhibits, spaces available to the community and the Early Learning Advancement Center (ELAC). The museum is located at the intersection of Museum Way and J Street in Bentonville, AR.

Position Summary

The Guest Experience Coordinator is the central organizer for the systems, resources, and communication that support the Guest Experience team. This position coordinates team scheduling, timekeeping, shared tools, supplies, purchasing documentation, expense tracking, and the logistical work that helps programs, events, and guest-facing experiences run smoothly.

Reporting to the Sr Manager, Guest Experience, the Coordinator works in close partnership with the Guest Engagement Manager and broader Guest Experience team members. The Coordinator translates priorities and strategies established by Guest Experience leadership into actionable timelines, organized schedules, defined assignments, coordinated resources, and clear communication.

The ideal candidate is highly organized, communicative, and comfortable balancing detailed administrative coordination with responsive, guest-facing team support. This role requires strong follow-through, sound judgment, adaptability, and the ability to connect people, information, and resources across the Guest Experience team.

Essential Functions

Scheduling and Department Operations

• Builds and maintains the Guest Experience team schedule in partnership with the Guest Engagement Manager, balancing team availability, operational priorities, and approved labor needs.
• Coordinates routine schedule changes, call-outs, shift coverage, availability updates, timekeeping corrections, and payroll preparation.
• Tracks attendance and scheduling patterns; communicating concerns that require manager follow-up.
• Maintains department calendars, trackers, documentation, shared resources, purchasing documentation, expense trackers, and other operational systems to ensure information accuracy and accessibility.
• Coordinates supply requests, inventory, and purchasing in accordance with established approval procedures, communicating budget or resource concerns to Guest Experience leadership.
• Serves assigned Team Lead shifts and provides additional staffing support in Guest Experience spaces as needed d
• Maintains appropriate level of confidentiality

Program, Training, and Team Coordination

• Coordinates the Guest Experience team’s support for approved programs, events, and cross-team requests through clear schedules, communication, assignments, resources, and logistical plans.
• Coordinates logistical communication and day-of support for community partners participating in approved programs and events, including confirming details, welcoming partners upon arrival, serving as a day-of point of contact, and helping ensure a positive partner experience
• Organizes the materials, staffing support, staging, setup, and teardown needed to fulfill Guest Experience responsibilities.
• Coordinates the scheduling, communication, resources, and logistical support for Facilitator, Activator, and Team Lead assignments established in partnership with the Guest Engagement Manager and relevant program or project owners.
• Coordinates onboarding and training logistics in partnership with the Guest Engagement Manager and People Services, including schedules, resources, spaces, and completion records.
• Supports the delivery of team training, facilitates established training sessions when assigned , and helps team members access approved training resources.
• Gathers and communicates operational information, including schedules, event plans, assignments, deadlines, supply updates, and upcoming support needs.

Cross-Team Planning and Continuous Improvement

• Participates in Guest Experience planning, providing practical insight into schedules, resources, spending, deadlines, and team capacity.
• Identifies operational barriers affecting Facilitator, Activator and Team Lead workflows, communicates team needs, and recommends practical improvement.
• Builds collaborative relationships across Amazeum teams and contributes to practical improvements that strengthen department systems, communication, and coordination.

General Duties

The responsibilities listed above illustrate the types of work that may be performed. Omission of a specific duty does not exclude it when the work is similar, related, or a logical assignment. The Amazeum reserves the right to revise duties and responsibilities as organizational needs change.

Qualifications

Minimum Requirements

• High school diploma or equivalent.
• 18 years of age or older.
• Minimum of 1 year of work experience in at least two of the following areas: administrative support, customer service, or education.
• Proficiency with Google Workspace and Microsoft Office applications, with the ability to learn new technology and skills quickly.
• Ability to organize time effectively, manage multiple tasks or projects simultaneously, accurately process information, and meet deadlines.
• Strong verbal and written communication skills, including proofreading, grammar, and spelling.
• Demonstrated ability to work independently and collaboratively with a positive, respectful approach.
• Ability to solve problems effectively under pressure, adapt to change, and foster strong working relationships with community partners and Amazeum teams.
• Demonstrated curiosity and passion for learning, excitement for new challenges, and commitment to the Amazeum’s mission.
• Authorization to work in the United States and successful completion of a background screening.

Physical Requirements

• Ability to remain active for extended periods, including standing, walking, bending, kneeling, crouching, and moving throughout museum, exhibit, program, office, and event spaces.
• Ability to engage with children and adults at varying physical levels and transition between seated, standing, and floor-level activities as needed.
• Ability to lift, carry, push, and pull supplies, equipment, and materials weighing up to 20 pounds regularly and up to 40 pounds occasionally.
• Ability to reach overhead and below waist level to retrieve, move, organize, stage, or reset supplies, equipment, and program materials.
• Ability to perform computer-based and administrative work for extended periods, including viewing screens, entering information, preparing schedules and documents, and using standard office equipment.
• Ability to move throughout a large, multi-level museum environment and between workspaces to coordinate staffing, programs, events, supplies, and operational needs.
• Ability to work both indoors and outdoors in varying temperatures and weather conditions while supporting museum operations, programs, events, and guest experiences.
• Ability to work in a variety of museum environments that may include water, messy materials, uneven terrain, moderate-to-high noise, visual stimulation, large groups, frequent movement, and changing activity levels.
• Ability to communicate effectively with guests and team members in a dynamic environment, including in areas with elevated noise levels.
• Ability to assist with event and program setup, staging, reset, and teardown, including moving and arranging materials and equipment within the physical requirements of the position.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

Preferred Skills

• Demonstrated experience in guest engagement, customer service, or collaborative relationship-building.
• Experience with scheduling software.
• Bilingual or multilingual communication skills.