Booking Manager

CampWay; Prescott (AZ); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

PTO

Paid Health Insurance

401k with Match

Job summary

A dynamic hospitality company in Prescott, Arizona is seeking a Booking Manager to oversee group bookings and client relationships. If you have 2+ years in hospitality, excellent communication skills, and enjoy orchestrating events, this full-time role could be for you. You'll coordinate the details of group stays, ensuring seamless experiences from booking to departure while working closely with cross-functional teams. Join us in creating memorable outdoor experiences for our guests.

Qualifications

• 2+ years of experience in hospitality or event coordination.
• Strong written and verbal communicator with follow-through.
• Ability to manage multiple tasks and remain calm under pressure.

Responsibilities

• Manage group bookings from inquiry to departure.
• Draft estimates, send contracts, and process invoices.
• Lead group orientation and maintain internal coordination.

Skills

Hospitality experience

Event coordination

Customer success

CRM software proficiency

Strong communication skills

Tools

HubSpot

Job description

Benefits: PTO, Holidays, Paid Sick, Paid Health Insurance, 401k with Match

About CampWay

CampWay creates inclusive spaces where guests connect with nature and experience a simpler, more meaningful way of living. We believe every person has the ability to make a positive impact, and we strive to provide a safe, supportive environment where individuals can learn, grow, and have fun. We are a fast-growing hospitality and outdoor education company based in Prescott, Arizona, operating across three distinct locations:

● Friendly Pines Camp (FPC): Our flagship site offering overnight summer camp and outdoor education.

● Prescott Pines & Frontier Village (PPC): Used primarily for retreat groups, family camps, and summer rentals.

● Yavapai College Campus: Home to summer dorm rentals, events, and our pending daycamp

Across these locations, we host thousands of guests annually, providing purpose-driven experiences ranging from fifth-grade field trips to multi-generational retreats and classic overnight camp. Our mission is simple and foundational: To create intentional spaces where relationships grow and moments matter.

Position Summary

The Booking Manager is a full-time, year-round role responsible for managing group bookings and client relationships across CampWay's retreat and rental programs. While this role includes sales and pipeline management, that is only one part of the job. The majority of the work happens after a booking is confirmed.

Success in this role comes from how well you manage the lead-up: organizing details, building clear plans, and ensuring every group arrives set up for a smooth, well-executed experience. You are the central point of coordination for each group, responsible for turning a confirmed booking into a fully realized plan that other departments can execute from with confidence.

Key Responsibilities

This list represents essential job functions. Additional duties may be assigned as business needs require.

• Serve as the primary point of contact for assigned groups from first inquiry through departure
• Manage your booking pipeline in HubSpot, following sales flows and keeping records current
• Draft and send estimates, collect deposits, and process contracts and invoices
• Give site tours to prospective clients with professionalism and genuine enthusiasm for what we offer
• Respond to new inquiries promptly and follow up consistently throughout the decision process
• Build detailed, accurate run-of-show documents and master camp sheets that clearly communicate lodging assignments, schedules, dietary needs, program plans, and all operational details to internal teams
• Gather, confirm, and organize all required group information — ensuring nothing is missing, unclear, or left unresolved heading into arrival
• Lead the full planning process through final confirmation calls, ensuring both the client and internal team are aligned and prepared
• Collect necessary forms, rosters, dietary needs, and documentation from group leaders in advance of arrival
• Clarify expectations around lodging, food service, meeting space, activity scheduling, and on-site logistics
• Participate in pre-week huddles to prepare internal teams for incoming groups

Group Arrival & On-Site Hosting

• Greet groups when they arrive and lead orientation for students, chaperones, retreat guests, and wedding parties
• Serve as a visible, approachable face of CampWay during a group's stay
• Check in regularly with group leaders throughout their time on-site
• Collect feedback and open rebooking conversations before groups depart

Internal Coordination

• Build and distribute group-specific run-of-show documents to the program, kitchen, and facilities teams
• Coordinate with cross-functional departments to align group requirements with site capacity, staffing, and operational resources
• Maintain CRM accuracy and contribute to ongoing refinement of booking systems

Post-Stay Follow-Up

• Send feedback surveys and collect evaluations after each group's stay
• Follow up for final invoices and document any post-departure notes
• Track and encourage rebooking for future seasons
• Flag patterns or recurring issues to the rental team for systems improvement

What Success Looks Like

Your groups arrive fully prepared, with every internal team knowing exactly what to expect. The run-of-show documents you produce are detailed enough that the ops, kitchen, and program teams rarely have to chase you down for information. Clients rebook. Your pipeline stays current. The rental calendar is full and the financial success of the business is in tact.

Schedule & On-Call Expectations

This role participates in a shared hosting rotation alongside your rental team peer. When it is your turn in the rotation, you are the face of camp for that group's entire stay, from the moment they arrive through their departure. You will greet the group, lead their orientation, check in with the group leader throughout the day, and be the person they call if something comes up.

Part of the rotation is overnight on-call coverage. When you are on call, you carry the camp's guest support line and are responsible for answering it and helping groups work through whatever comes up after hours. Most nights are quiet. Occasionally they are not. This could fall on a weekday or a weekend depending on the schedule.

The rotation is shared across the rental team so that no single person carries it disproportionately. Exact rotation structure and scheduling will be covered during onboarding. This is a real part of the job and we want anyone considering this role to go in with eyes open about what it involves.

Qualifications

Experience & Skills

• 2+ years of experience in hospitality, event coordination, group sales, or customer success
• Strong written and verbal communicator with a consistent habit of following through
• Takes pride in detailed planning and understands that strong preparation is what makes great experiences possible
• Picks up new software quickly and keeps their own systems organized
• Stays calm when things get busy and makes good decisions independently
• Genuinely enjoys working with people and finds satisfaction in a well-hosted experience
• Experience with HubSpot or a similar CRM is a plus
• Connection to the outdoors, camp culture, or group programming is helpful but not required

Physical Requirements

• Sit, stand, bend, kneel, and walk for extended periods
• Lift and carry up to 50 pounds
• Work in indoor/outdoor environments, including varying weather conditions

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

This position operates primarily in an outdoor camp environment with exposure to varying weather conditions, uneven terrain, noise, and dust. The role may require occasional evening, weekend, or on-call availability during peak programming or emergency situations