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TYPE OF WORK
Full Time
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SALARY
$5 - $7 per hour
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HOURS PER WEEK
35
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DATE UPDATED
Mar 24, 2026
We are a boutique, luxury inn located in the heart of Pensacola’s historic district, offering an elevated blend of Southern hospitality, curated experiences, and thoughtful, design-forward comfort. Rooted in family legacy and a passion for refined guest care, we have quickly become a haven for travelers seeking warmth, beauty, and a truly personal touch. From chef-crafted breakfasts to intimate seasonal events and immersive cultural experiences, every detail is intentionally crafted to inspire connection, relaxation, and a sense of home. As we continue to grow, we’re building a team of individuals who care deeply about hospitality, excellence, and creating
The Operations, Workflow & Systems Coordinator is the architect behind our daily workflow, communication rhythm, guest experience systems, and marketing organization. This is not an administrative assistant role — it is a creator role.
The person in this position will design the internal backbone of a boutique, luxury bed and breakfast where hospitality, culinary excellence, and refined guest experiences come together. They will build processes, create templates, implement systems, and maintain rhythm across all departments so the Owner can remain hands-off while operations run smoothly and cohesively.
This role requires someone who thinks like a systems builder, organizes like a project manager, communicates like a hospitality professional, and operates with a deep sense of ownership.
Core Responsibilities
1. Systems Building & Workflow Creation
You will build the operational infrastructure of Celestine, including:
- Checklists for Guest Experience, Housekeeping, Culinary support, and Events
- SOPs for check-ins, check-outs, room readiness, and breakfast coordination
- Templates for guest communication, team updates, and internal documentation
- Workflows that streamline coordination between leads and departments
- A central digital hub where all documents, schedules, and SOPs live
- Improved systems for consistency, quality, and team alignment
Your role is to create, not just maintain.
2. Operational Coordination & Calendar Management
Build and maintain the master scheduling system for:
- Check-ins and check-outs
- Housekeeping and room turnovers
- Breakfast staffing
- Events and workshops
- Tea
Ensure all tea
Anticipate operational needs before they arise
You own the coordination that keeps the entire business synchronized.
3. Communication & Documentation Development
- Create standardized guest communication flows (pre-arrival, stay updates, checkout)
- Maintain the communication library in Celestine’s brand voice
- Draft agendas for weekly meetings and document action items
- Write internal updates for the team
- Produce templates for event communication, vendor coordination, and internal notes
- Create social media and newsletter content
- You help maintain a smooth, polished communication experience across the business and communicate directly with customers.
4. Data Tracking, Reporting & Accountability Support
- Build the operations dashboard (weekly and monthly)
- Track occupancy, revenue, guest feedback trends, and team performance metrics
- Monitor progress toward monthly and quarterly goals
- Identify gaps and propose improvements
- Support light accountability by circulating reminders, deadlines, and summaries
- You create visibility into the health of the business.
5. Marketing Organization & Content Workflow Design
- Build the social media content calendar system
- Organize photos and videos into labeled content libraries
- Set up workflows for content creation, approvals, and posting
- Coordinate with the Owner, Culinary Lead, and Guest Experience Lead to gather content
- Track content performance monthly
- You will organize the marketing engine.
6. Event & Experience Support
- Build event playbooks for brunches, tasting dinners, workshops, and seasonal experiences
- Create event coordination templates
- Track guest registrations, vendor communication, and timelines
- Capture feedback and update systems for future events
- You help standardize the event experience so each one runs flawlessly.
- Develop proposals in response to private event inquiries.
