About Prama
Prama Institute & Wellness Center is a holistic retreat center nestled on 150 acres in the beautiful Blue Ridge Mountains of Western North Carolina. We offer wellness experiences, silent meditation retreats, and holistic health programs designed to help people rest, recharge, reconnect, and develop healthier habits.
We are seeking a warm, organized, and dependable individual to help coordinate retreat registrations, communicate with guests, and support the smooth operation of our retreat programs.
Position Summary
The Retreat Operations Coordinator plays an essential role in ensuring that Prama's retreat programs run smoothly and that guests receive attentive, professional, and welcoming service from their first inquiry through their arrival.
This position combines guest communications, registration management, scheduling, and administrative coordination.
The ideal candidate is personable, detail-oriented, comfortable with technology, and able to manage multiple responsibilities independently. They should enjoy helping people, answering questions, solving problems, and ensuring that participants feel informed and well cared for. They will also have to manage the backend of our registration software so that all registration procedures run smoothly.
Key Responsibilities
Guest Communications & Registration Management
• Serve as the primary point of contact for prospective and registered retreat participants.
• Respond promptly and professionally to inquiries by phone, email, and online booking platforms.
• Provide accurate information about retreat programs, schedules, accommodations, pricing, and registration procedures.
• Assist guests in selecting retreats that match their interests and needs.
• Manage registrations, confirmations, cancellations, transfers, and related guest requests.
• Prepare and send pre-retreat information, including arrival instructions, schedules, and other important details.
• Maintain accurate and up-to-date guest records.
Retreat Operations & Scheduling
• Manage retreat booking systems and monitor registrations and availability.
• Coordinate participant information, accommodation assignments, and special requests with the on-site retreat team.
• Maintain accurate retreat schedules and registration records.
• Coordinate wellness service appointments and scheduling as needed.
• Communicate important guest information and operational updates to staff.
• Help resolve registration or scheduling issues in a timely and professional manner.
Administrative Support
• Maintain organized digital records, documents, and administrative files.
• Prepare registration summaries, attendance lists, and basic operational reports.
• Assist with payment records, refunds, and other registration-related administrative tasks.
• Support communication between Prama's directors, retreat facilitators, and staff.
• Help improve administrative procedures to ensure efficiency, accuracy, and a positive guest experience.
• Perform other administrative duties as needed to support retreat operations.
Qualifications & Skills
• Excellent written and verbal communication skills.
• Friendly, patient, and professional manner when interacting with guests.
• Strong organizational skills and attention to detail.
• Experience in administration, customer service, scheduling, or a related field.
• Proficiency with email, online scheduling and booking platforms, spreadsheets, and basic office software.
• Ability to learn new software and manage multiple online systems.
• Strong problem-solving skills and ability to handle unexpected situations calmly.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Dependability, discretion, and respect for guest privacy.
Preferred but Not Required
• Experience working in a retreat center, wellness organization, hospitality business, or similar environment.
• Familiarity with online retreat registration systems such as Retreat Guru.
• Interest in yoga, meditation, holistic health, or wellness.
Work Environment
This is a part-time, hybrid position, with most work performed remotely and periodic in-person meetings at Prama Institute & Wellness Center in Marshall, North Carolina. We cultivate an open, supportive, and collaborative working environment for all staff.
Principals only. Recruiters, please don't contact this job poster.