Reservations Coordinator

One Southern Indiana; Indiana (PA); On-site; USD 35,000 - 50,000; Full time

Job summary

One Southern Indiana is seeking a Reservations Coordinator to manage scheduling for retreats and events at Camp Brain. Your role will include working directly with clients to confirm reservations, handle communications regarding meals and lodging, and generate and manage contracts.

As the Reservations Coordinator, you will need strong customer service skills, attention to detail, and proficiency in software like Microsoft Outlook and Campbrain CRM. Other duties include maintaining communication with teams and ensuring all operational needs are met for each event.

Qualifications

• Experience in customer service and hospitality is required.
• Proficient in Microsoft Outlook and Campbrain CRM.
• Detail-oriented with strong communication skills.

Responsibilities

• Work with clients to schedule and confirm retreats and events.
• Answer calls and emails regarding meal, lodging, and billing.
• Generate contracts and manage necessary paperwork.
• Keep in contact with clients and update reservation details.
• Coordinate with staff for specific event needs.

Skills

Customer service

Detail-oriented

Communication

Computer application knowledge

Tools

Microsoft Outlook

Campbrain CRM

Job description

Reservations Coordinator – Camp Brain Scheduling

Camp Brain – MSF scheduling program for all retreats, events, programs

• Work with clients to schedule and confirm retreats and other events.
• Answer all calls and emails related to details such as meals, lodging, meeting rooms, chapel use, and billing costs, and make changes to reservations.
• Generate new contracts and send contracts and other paperwork necessary to complete booking.
• Contact repeat clients to reserve and update all information.
• Enter all changes into Camp Brain so that kitchen and housekeeping can access the most recent and up-to-date information.
• Collect and store all documents needed for a group stay (signed contract, certificate of insurance, room assignments, schedules, letters of good standing).
• Contact groups two weeks before the event to confirm numbers and record food allergies/needs.
• Schedule tours for new groups as space is available.
• Answer all requests for individual and/or group use of Lake Shelter and Garden Shelter.
• Send contracts and collect signed contracts for all reservations.

Business & Finance Manager – Collection and Billing

• Communicate with B&F manager regarding collection of deposits.
• Communicate with B&F manager to settle accounts ready for final billing.
• Serve as a backup for the B&F manager regarding collections and bank deposits.

Provincial Offices & Events

• Keep in contact with provincial offices regarding various events (Definitory meetings, Provincial Chapters, Friars’ Days, Study Days, Assemblies, Funerals).
• Serve as direct contact with Provincial Secretary regarding booking details (dates, meals, lodging, coffee service, technology, setup of spaces, use of chapel).
• Serve as direct contact with Provincial Secretary and Province Office Manager regarding family members’ needs for funerals and professions (lodging, meals).

Friars in Residence Liaison

• Contact Friar Priests in residence regarding group’s requests for sacramental needs.
• Communicate with Friar Priests and groups regarding stipends directly to friars and not billed.
• Contact Friars in residence for greetings for groups.
• Send copies of the monthly calendar to the Guardian so all friars know groups and individuals on campus.

IT & Customer Service

• Computer systems maintenance and troubleshooting for the Center.
• Phone systems maintenance.
• Volunteer coordinator for MountFest.
• Customer service and hospitality experience.
• Computer application knowledge required: Microsoft Outlook and Campbrain CRM.
• Detail-oriented.

Fill in where needed for offices, kitchen, and group setups. Handle any other duties as requested by the Retreat Director or Associate Director.

Accountability: Reservations Coordinator is directly accountable to the Associate Director.