Reservations Coordinator

Mount Saint Francis Center; Indiana (PA); On-site; USD 35,000 - 45,000; Full time

Job summary

Mount Saint Francis Center is looking for a full-time Reservations Coordinator to be a warm and welcoming first point of contact for guests and partners. This role involves managing inquiries, bookings, schedules, and coordinating details with various teams to ensure seamless experiences. Ideal candidates are organized, detail-oriented, and possess strong customer service skills, with experience in CRM systems such as CampBrain.

The position offers an opportunity to work in a mission-driven environment focused on hospitality and community engagement.

Qualifications

• Dependable, organized, and detail-oriented.
• Excellent written and verbal communication skills.
• Customer-forward and hospitality-minded.
• Experience with CRMs and reservation systems preferred.

Responsibilities

• Manage inquiries, bookings, schedules, and guest communications.
• Answer calls and emails about meal and lodging details.
• Schedule and confirm retreats and other events.
• Maintain up-to-date information in CampBrain.

Skills

Detail-oriented

Customer-focused

Clear communication

Comfort with technology

Tools

CampBrain

Microsoft Outlook

Job description

Mount Saint Francis Center for Spirituality

Full‑time / Non‑Exempt. Mount Saint Francis Center for Spirituality is seeking a warm, organized, and mission‑driven Reservations Coordinator to serve as one of the first points of welcome for our guests, retreatants, group leaders, and community partners.

This full‑time role is ideal for someone who is detail‑oriented, customer‑forward, calm under pressure, and energized by helping people have a meaningful and seamless experience from their first inquiry through their time at the Mount. The Reservations Coordinator will manage inquiries, bookings, schedules, guest communication, retreat and event details, and internal coordination with hospitality, programming, facilities, and leadership teams.

Experience with CRM systems and reservation platforms is important, and familiarity with CampBrain is strongly preferred. The position requires comfort with technology, accurate detail tracking, clear communication, and support for both individual guests and large group reservations.

Responsibilities

• 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 (meals, lodging, meeting rooms, chapel use, 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 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
• 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 & bank deposits
• Provincial Offices
• 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, professions (lodging, meals)
• Friars in Residence
• Contact Friar Priests in residence regarding group’s requests for sacramental needs
• Communicate with Friar Priests & groups regarding stipends directly to friars and not billed
• Contact Friars in residence for Greetings for groups
• Send copies of monthly calendar to Guardian so all friars know groups and individuals on campus
• Miscellaneous
• Computer systems maintenance/troubleshooting for the Center.
• Phone systems maintenance.
• Volunteer Coordinator for MountFest.
• Customer service/Hospitality experience
• Computer application knowledge required: Microsoft Outlook/Campbrain CRM
• Detail oriented
• Fill in where needed for offices, kitchen, group setups. Handle any other duties as requested by Retreat Director or Associate Director
• Accountability: Reservations Coordinator is directly accountable to the Associate Director

Qualifications

• Dependable, organized, and detail‑oriented
• Excellent written and verbal communication skills
• Customer‑forward and hospitality‑minded
• Comfortable using CRMs, databases, and reservation systems
• Experience with CampBrain preferred
• Able to manage multiple calendars, bookings, and event details
• Pleasant, professional, and collaborative
• Mission‑driven and committed to the spirit of Mount Saint Francis
• Able to thrive in a fast‑paced, people‑centered organization