Event Coordinator

Now Hiring: Share the Sail — Trip Coordinator

Location: In person (with some travel required) Job Type: Full-Time

About the Role

Share the Sail is looking for a highly organized, self-motivated Trip Coordinator to own the full lifecycle of our destination sailing trips — from the moment a new destination is approved to the final thank-you note after guests return home. This is a hands-on, multi-hat role for someone who thrives on checklists, loves talking to people, and can move comfortably between marketing systems, CRM automation, guest care, and on-the-ground trip logistics.

If you love sailing, travel, community-building, and making complex projects run like clockwork, we want to hear from you.

What You'll Do

Trip Planning & Setup

Confirm destination details, dates, charter partners, boat/cabin capacity, pricing, and deposit structure with leadership
Set trip goals around boats sold, timeline, and budget

Marketing & Funnel Management

Duplicate and customize our sales funnel for each new destination (homepage, itinerary, activities, pricing/booking, and webinar pages)
Create destination-specific branding, logos, hero images, and videos
Update site navigation and "Upcoming Trips" listings
Schedule and support webinars, including registration pages, slide decks, and replay hosting

CRM & Automation

Duplicate and customize drip email campaigns and sales pipelines in GoHighLevel for each destination
Build and maintain tagging, lead workflows, and Facebook Lead Form integrations
Test and QA all lead flows end-to-end

Forms, Booking & Payments

Build and embed destination-specific inquiry and booking forms
Set up deposit/payment products and confirm payment flows work correctly
Maintain confirmation page copy and messaging

Guest Onboarding & Community

Build automated workflows for paid guests (portal access, confirmations, notifications)
Set up and moderate destination-specific community spaces and channels
Welcome new guests and coordinate early trip communications

Lead & Guest Communication

Respond to inquiries within 24 hours
Host guest calls, webinars, and meet-the-guest hangouts
Track hot leads and follow up persistently
Help guests navigate flights, hotels, and general trip questions

Documentation & Guest Tracking

Track guest documentation (passports, dive cards, forms) and follow up on missing items
Organize Google Drive trip folders by guest/cabin
Maintain up-to-date guest and payment tracking sheets

Trip Logistics

Coordinate with charter companies and manage boat reservations/assignments
Book welcome parties, group dinners, and beach club venues
Arrange transportation, arrival gifts, and excursions
Present excursion options to guests and track interest

Pre-Departure & On-Site Execution

Confirm all payments, documents, and logistics are finalized before departure
Support guests on arrival and throughout the trip
Troubleshoot on-site issues and coordinate with vendors in real time

Post-Trip Wrap-Up

Collect and upload guest testimonials and photos
Send thank-you communications
Document lessons learned to improve future trips

What We're Looking For

Proven experience in project coordination, event planning, or trip/travel logistics
Comfortable working across marketing tools, CRMs (GoHighLevel experience a plus), and community platforms
Excellent written and verbal communication skills — you'll be the face of Share the Sail for many guests
Detail-oriented with strong follow-through on multi-step processes
Ability to juggle multiple destinations/trips at once without dropping the ball
Comfortable with basic content creation (photos, video, simple graphics) or willing to coordinate with a designer
Flexible schedule to support webinars, guest calls, and live trip support (including some evenings/weekends around trip dates)
A love of sailing, travel, or the boating lifestyle is a big plus

On-Site Travel Requirement

This role requires travel to every Share the Sail destination trip. On-site, you will serve as the primary customer service liaison for guests — the go-to person for questions, issues, and last-minute needs from arrival through departure. You'll work closely with charter companies and vendors to keep things running smoothly, troubleshoot in real time, and make sure every guest feels taken care of throughout the trip. Reliable availability to travel for the full duration of each event is a required part of this position.

Why Join Share the Sail

You'll be part of a small, passionate team building unforgettable group sailing adventures — combining marketing, hospitality, and travel logistics into one meaningful role. No two days look the same, and you'll see the direct impact of your work in the smiles of guests stepping off the boat at the end of the trip.

Pay: $20.00 per hour

Work Location: In person