Facilities Coordinator

Description

About Our Lady Queen of Peace Retreat Center

Our Lady Queen of Peace Retreat Center (OLQP) is a Catholic retreat and conference center located on 140 peaceful acres in Stanton, Tennessee. We welcome diocesan, parish, nonprofit, and other retreat groups, providing lodging, meeting and worship spaces, dining facilities, and outdoor amenities in an environment centered on Christian hospitality, prayer, reflection, and renewal.

Position Summary

The Facilities Coordinator plays an important role in creating a welcoming, well-prepared environment for everyone who visits OLQP. Working closely with the Associate Director, this position helps ensure that our facilities, grounds, food-service areas, and guest spaces are clean, organized, functional, and ready for retreats and events.

This is a hands-on coordination role that combines facility and retreat readiness, oversight and support of the cleaning team, food and supply coordination, vendor follow-through, hospitality, and routine property care. The ideal candidate is dependable, organized, observant, and comfortable taking initiative. This person notices what needs attention, helps coordinate the people and resources needed to address it, and follows through to ensure the work is completed.

Key Responsibilities

Facilities, Grounds & Retreat Readiness

· Oversee and support the cleaning team in maintaining clean, welcoming, organized, and functional guest rooms, meeting spaces, the Chapel and Sacristy, dining and kitchen areas, common areas, storage spaces, patios, and outdoor guest areas.

· Help ensure established cleanliness and readiness standards are consistently met, providing hands-on assistance when needed to support the team and retreat operations.

· Conduct routine property walkthroughs to identify cleanliness, organization, safety, maintenance, grounds, and guest-readiness needs and take appropriate action.

· Handle routine property upkeep and minor repairs within the scope of the position, including basic facility-care tasks and safe ladder work.

· Help ensure patios, outdoor furniture, recreational areas, and other guest spaces are clean, orderly, and ready for use.

· Monitor grounds and landscaping needs, communicate established priorities to landscapers, and follow up as appropriate.

· Recognize maintenance needs requiring specialized equipment or expertise and coordinate with the Associate Director, diocesan maintenance personnel, or outside vendors.

Food, Kitchen & Supply Coordination

· Maintain organized inventories of food, beverages, kitchen supplies, and other retreat-related supplies.

· Coordinate purchasing based on upcoming retreat schedules, guest counts, available inventory, and established budgets.

· Assist with routine menu planning, food quantities, and grocery and supply purchasing within established guidelines and approval processes.

· Help ensure refrigerators, freezers, pantries, beverage stations, and food-storage areas remain clean, organized, accessible, and consistent with food-safety practices.

· Promptly communicate food-safety, inventory, equipment, or pest concerns.

· Provide cooking, food-service, or cleaning support when needed based on retreat schedules and staffing needs.

Vendor Coordination & Follow-Through

· Serve as the primary on-site contact for routine vendors and service providers working at OLQP.

· Coordinate vendor access, communicate established property priorities, and track outstanding work through completion.

· Follow up when work is incomplete or does not meet expectations.

· Keep the Associate Director informed of significant vendor activity, recommendations, recurring concerns, expenses, and matters requiring approval.

Hospitality, Communication & Team Support

· Provide a warm, helpful, and hospitable on-site presence for guests and retreat groups as needed, particularly when the Associate Director is unavailable.

· Meet with the Associate Director at least weekly to review upcoming retreats, guest needs, facility priorities, food and supply needs, staffing, vendors, and other operational details.

· Assist with staffing coordination by communicating availability, anticipated coverage needs, time-off requests, and potential staffing gaps.

· Maintain organized storage areas, supplies, inventories, vendor information, and routine facility records.

· Support room and event setup, outdoor setup, food service, cleaning, and other retreat-center needs when additional assistance is needed.

· Demonstrate initiative by recognizing needs, prioritizing routine responsibilities, communicating proactively, and following established priorities through to completion without requiring continuous task-by-task direction.

Requirements

Qualifications

The successful candidate will bring a service-oriented mindset, strong follow-through, and a genuine commitment to creating a welcoming environment for guests.

· Practicing Catholic who respects, supports, and is aligned with the mission and values of the Catholic Church and the Diocese of Memphis.

· Experience in facilities coordination, hospitality, food service, property care, retreat or event operations, or a related field is preferred.

· Strong organizational skills and attention to detail, with the ability to manage multiple priorities and follow responsibilities through to completion.

· Self-motivated and dependable, with the ability to recognize what needs attention and work independently within established priorities.

· Strong interpersonal and communication skills with the ability to interact professionally and hospitably with guests, coworkers, vendors, and diocesan personnel.

· Basic reading, writing, math, and measurement skills needed for purchasing, inventory, food preparation, and routine facility responsibilities.

· Proficiency with Microsoft Outlook, Word, and Excel.

· Basic knowledge of food-safety practices or willingness to complete required training.

· Comfortable safely using ladders, common hand tools, and routine facility-care equipment.

Physical Requirements

This is an active position that requires the ability to perform a variety of physical tasks associated with retreat and facility operations, including climbing, reaching, bending, pushing, pulling, carrying, assembling and disassembling items, and moving furniture and supplies.

The position requires the ability to routinely lift and carry more than 25 pounds and to safely move heavier items using appropriate assistance or equipment when needed.

Work Schedule

· Approximately 24–29 hours per week, with hours determined by retreat, guest, facility, and staffing needs.

· Flexibility is important, as the schedule may include weekdays, evenings, and weekends depending on retreat and event schedules.

· The position may have the opportunity to expand to full-time in the future based on organizational needs and available resources.

The Opportunity

This position is well suited for someone who enjoys variety, takes pride in keeping things organized and running smoothly, and finds satisfaction in supporting others. The Facilities Coordinator has a meaningful role in helping OLQP provide the welcoming, peaceful, and well-prepared environment that allows our guests to focus on retreat, prayer, fellowship, and renewal.