Front Desk Coordinator & Office Administrator

Schedule: 5–6 days per week. The ranch is closed on Tuesdays and major holidays, including Easter Sunday, Thanksgiving Day, Christmas Eve, and Christmas Day. Weekend availability is required. The second day off will vary based on the weekly schedule.

MacDonald’s Ranch is a premier trail riding and Western-style event facility in beautiful Scottsdale, Arizona. We provide unforgettable experiences for local families, tourists, and upscale clientele from around the world.

From scenic desert trail rides to private parties, cowboy cookouts, and our annual Fall pumpkin patch, our ranch is a busy, unique, and ever-changing environment. We are looking for a polished, energetic, highly organized administrator who will be the face of our business and help keep our daily operations running smoothly.

As our Front Desk Coordinator & Office Administrator, you will be the first point of contact for our guests and an important part of their overall ranch experience.

This role requires a unique combination of hospitality, organization, technology skills, attention to detail, and flexibility. You will greet and check in guests, assist with reservations and customer inquiries, process payments, manage administrative tasks, and help ensure our front office is clean, organized, and welcoming.

Because we host a variety of special events throughout the year, this position is ideal for someone who enjoys a dynamic environment, stays calm under pressure, and is comfortable wearing multiple hats and adapting quickly to changing daily needs.

• Guest Hospitality: Greet guests with a warm, friendly, and professional demeanor. Check guests in for trail rides, provide ranch and tour information, answer questions, and help create an exceptional guest experience from the moment they arrive.
• Communication & Reservations: Answer incoming phone calls, manage the main email inbox, respond to customer questions, and assist guests with reservations and booking inquiries using our booking platform(s).
• Financial Handling: Process cash and credit card transactions accurately and efficiently. Perform basic math calculations for guide tips, end-of-day batching, and daily register balancing.
• Technology & Administration: Comfortably navigate multiple software programs and digital platforms for scheduling, point-of-sale, reservations, and communication. Maintain organized physical and digital office files and assist with general administrative tasks.
• Event Support: Assist with coordination and day-to-day logistics for special events, including private parties, cowboy cookouts, and our annual October pumpkin patch.
• Office & Facility Presentation: Keep the front office, front porch, and guest-facing areas clean, organized, and presentable throughout the day.
• Team Support: Work closely with ranch staff, guides, management, and event teams to help ensure smooth daily operations and a positive experience for both guests and employees.

• Highly Organized: Exceptional attention to detail with the ability to prioritize multiple tasks and stay organized in a busy environment.
• Tech-Savvy: Comfortable learning and switching between multiple digital platforms, booking systems, point-of-sale systems, email, and other office software, such as Microsoft.
• Reliable & Punctual: Dependable, responsible, and consistently on time. Strong time management skills are essential.
• Polished & Professional: Excellent verbal and written communication skills, a friendly and welcoming personality, and the ability to interact comfortably with a wide range of clientele and other ranch employees.
• Calm Multitasker: Able to remain organized, focused, and professional in a fast-paced environment with frequent interruptions and changing priorities.
• Flexible Schedule: Available to work weekends and comfortable with a rotating schedule. The ranch is closed on Tuesdays and the major holidays listed above.
• Outdoor Work: Comfortable working in an outdoor ranch environment and spending time outside in Arizona weather when needed.
• Equine Knowledge - Bonus: Previous experience around horses or in the equine, ranching, hospitality, or tourism industries is a major plus, but not required.

The right person for this position is someone who takes ownership and notices what needs to be done without always being asked. You are the type of person who naturally keeps things organized, takes pride in a clean and welcoming workspace and can confidently juggle multiple priorities without becoming overwhelmed.

You can remain calm and friendly when the phone is ringing, guests are arriving, emails are coming in, and the day's schedule suddenly changes. You understand that small details matter, especially when creating a high-end guest experience.

Most importantly, you genuinely enjoy people and hospitality. You take pride in representing the ranch, are comfortable interacting with a wide variety of guests, and understand that your attitude and professionalism set the tone for the guest experience.

We are looking for someone who will become a dependable, proactive, and trusted member of our team; someone who doesn't just complete a checklist, but looks around, sees what needs attention, and takes initiative.

• Competitive salary, commensurate with experience
• Employee benefits package, including health insurance and a 401(k), available after a qualifying waiting period
• A beautiful and unique outdoor ranch work environment
• The opportunity to work around our herd of horses
• Opportunities to be part of fun, community-focused seasonal events
• A supportive and passionate team culture
• A position where every day is a little different

Please submit your resume via email to [email protected] with the subject line: Office Administrator Application - [Your Name]

Application Deadline: October 15, 2026

Applications will be reviewed on a rolling basis, so early submission is highly encouraged, particularly ahead of our busy Fall and holiday season.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person