Pilgrimage Admin & Client Services Coordinator

ProRome Tours, LLC; Front Royal (VA); On-site; USD 32,000 - 46,000; Full time

Job summary

ProRome Tours, LLC in Front Royal, Virginia, is seeking an Administrative Assistant to support daily operations and provide exceptional service to pilgrimage clients. This full-time, in-office role requires strong organizational skills, excellent communication, and proficiency with Microsoft Office and CRM systems.

The successful candidate will handle billing, registrations, vendor coordination, and general office administration, contributing to smooth program execution for Catholic pilgrimage

Qualifications

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office and CRM software.
• Ability to multitask in a deadline-driven environment.
• Knowledge of Catholic faith and pilgrimage tradition preferred.

Responsibilities

• Client Relations - Serve as primary point of contact for client inquiries via phone and email, providing timely and professional responses
• Billing & Invoicing - Process payments, generate invoices, track outstanding balances, and reconcile accounts
• CRM Management - Maintain accurate client records, update contact information, and ensure data integrity across all systems
• Phone Support - Answer incoming calls, direct inquiries to appropriate staff, and provide information about pilgrimage programs
• Marketing Support - Prepare and distribute mailers, promotional materials, and digital communications to prospective pilgrims
• Registration Processing - Manage pilgrim registrations, collect required documentation, and maintain organized participant files
• Vendor Coordination - Communicate with hotels, airlines, and ground operators regarding bookings and logistics
• Calendar Management - Schedule meetings, coordinate travel for staff, and maintain awareness of key program deadlines
• Office Administration - Order supplies, organize files, and maintain efficient office operations
• Document Preparation - Create proposals, itineraries, and other materials for clients and partners

Skills

Organizational skills

Excellent communication

MS Office

CRM software

Multitasking

Catholic pilgrimage knowledge

Tools

CRM software

Job description

ProRome Tours, LLC in Front Royal, Virginia, is seeking an Administrative Assistant to support daily operations and provide exceptional service to pilgrimage clients. This full-time, in-office role requires strong organizational skills, excellent communication, and proficiency with Microsoft Office and CRM systems.

The successful candidate will handle billing, registrations, vendor coordination, and general office administration, contributing to smooth program execution for Catholic pilgrimage