Business Operations & Guest Experience Coordinator

About the role

This is a varied role spanning business administration, guest communication and retreat coordination. You will be the person who helps make sure the practical details are taken care of: records are organised, invoices and expenses are tracked, reporting deadlines are not missed, guests know what they need to know, and retreat logistics come together smoothly. You will often be one of the main points of contact for retreat guests, helping them feel welcomed, informed and supported from the time they book through to their arrival and participation in the retreat.

Key responsibilities

• Keep company records, receipts, invoices, contracts and other business documents organised and up to date
• Maintain a calendar of Indonesian tax, company and regulatory reporting requirements and make sure required information is prepared ahead of deadlines
• Liaise with accountants, tax consultants and other professional advisers as needed
• Track business expenses and make sure receipts and supporting documentation are recorded correctly
• Prepare and send invoices and keep track of payments
• Maintain simple financial and administrative records so there is a clear picture of money coming in and going out
• Help manage supplier invoices, reimbursements and routine business payments
• Respond warmly and promptly to enquiries from prospective and confirmed retreat guests
• Guide guests through booking, payment and pre-retreat administration
• Make sure guests receive the information they need about accommodation, transport, schedules, what to bring and other practical arrangements
• Keep guest information and booking records accurate and up to date
• Follow up on outstanding forms, payments or information
• Help resolve practical questions or concerns before and during retreats
• Work with the retreat team to create an organised, welcoming and thoughtful guest experience
• Assist with the practical planning of retreats, workshops and events
• Coordinate with venues, accommodation providers, transport, catering and other local suppliers
• Maintain retreat timelines, guest lists, run sheets and logistics checklists
• Confirm bookings and arrangements with suppliers
• Help coordinate airport transfers, room allocations, meals, activities and other guest logistics
• Support the team during retreat periods to make sure practical details are running smoothly

About you

• Exceptionally organised and good at keeping track of many small details
• Comfortable working with spreadsheets, invoices, receipts and administrative systems
• Reliable about deadlines and follow-through
• Able to communicate confidently in both Indonesian and English
• Warm and professional when communicating with guests
• Comfortable liaising with accountants, suppliers, venues and other external partners
• Able to work independently and notice what needs attention without always being asked
• Calm and resourceful when plans change
• Experienced in administration, operations, hospitality, events, retreats or a related area
• Experience working with an Indonesian company and familiarity with Indonesian business administration and reporting processes would be particularly valuable