Retreat Booking Coordinator - Full Time

Description

We are looking for someone who loves camp ministry and is passionate about finding, motivating, equipping, and supporting group leaders to have an impactful retreat at Palomar Christian Conference Center!

PCCC VISION

Palomar exists to reach the lost for Christ and pursue spiritual growth through the study of God's Word. As a staff team, we fulfill our mission by creating an uplifting, distraction-free, and Christ-centered camp experience for guests and staff.

We serve our guests through our Core Values: Ready to Serve, Ready to Host, Ready to Give. We build a healthy organizational culture by living according to our Organizational Behaviors: Operate with Kindness/Grace/Respect, Maintain Conversational Integrity, Take Personal Ownership, and Pursue Growth.

POSITION SUMMARY

Responsible to create an uplifting, distraction-free, and Christ-centered camp experience by effectively communicating and coordinating with guest group leaders and PCCC staff to ensure an impactful retreat and advancement of PCCC’s mission and strategic vision. 

Main responsibilities include (1) booking retreats and maximizing group revenue, (2) providing great hospitality for group leaders and guests, (3) coordinating group details effectively with other departments, and (4) helping with guest services administration.

(1) Booking retreats and maximizing group revenue

       a. Responsible for booking new and returning groups in a way that maximizes the camp’s facilities, meets or exceeds the annual     budget income, and enables PCCC to achieve its mission and strategic vision.

       b. Respond to booking inquiries and email correspondence as soon as possible—same day or next workday.

       c. Create and enact a marketing plan for retreat groups as directed by the Lead Director.

       d. Give tours to new and returning groups to equip them for a successful retreat.

       e. Generate and electronically deliver correspondence with guest group leaders including negotiated contracts, various retreat packets, and Venue 360 communication templates.

       f. Ensure timely receipt of deposit and signature page in accordance with process guidelines.

       g. Correspond with and provides information and forms as needed to group leaders from point of inquiry to 6 weeks before their retreat.

       h. Ensure complete and current certificates of insurance and waivers are received prior to each guest group arrival.

       i. Provide and ensure receipt of liability release forms required by PCCC.

       j. Ensure proper and prompt payment from every guest group and program camper, including deposit payments, final payments, ad hoc payments, late payments, and refunds.

(2) Providing great hospitality for group leaders and guests.

       a. Attentively listen to prospective group leaders and communicate how PCCC can fulfill their needs and provide an uplifting, distraction-free, and Christ-centered retreat experience.

       b. Clearly establish, communicate, and help fulfill expectations for guest group leaders to provide an impactful and repeatable Palomar experience.

       c. Establish ongoing relationships with group leaders to host them, serve them, provide for them, and maintain long-term partnerships.

       d. Ensure guest needs and requests are always met to the best of our ability within Palomar parameters. 

(3) Coordinating group details effectively with other departments.

       a. Responsible to communicate and confirm requested services and scheduling of these details to appropriate department managers and supervisors.

       b. Acquire approval for any special requests or policy exceptions from the Lead Director or appropriate department manager.

       c. Generate and provide copies of Run Sheets for guest groups to all department supervisors and reports at the weekly Run Sheet meeting. 

       d. Report on guest groups at general staff meetings as directed.

       e. Communicate with Accommodations, Food Service, and Maintenance staff to fulfill guest requests while they are on their retreat. 

(4) Overseeing and helping with guest services administration.

       a. Oversee and coordinate group details with assigned group leaders starting 6 weeks from their arrival until the completion of their retreat.

       b. Oversee and assist with the day-to-day operations of the office.

       c. Responsible to check in group leaders upon arrival, confirming details and making adjustments at request of the group leader.

       d. Responsible to provide the guest group leader with the spiritual impact survey and then collect and document the results at the end of their retreat.

       e. Assist and greet guests in the office with a smile and answers phone when needed.

       f. Assist with running the gift shop as needed.

       g. Prepares documentation for the director and board as directed.

(5) Miscellaneous

a. Willingness and flexibility to help with other departments as directed.

The employee must accept the lodging from PCCC as a condition of employment to carry out responsibilities of the fire evacuation plan. The employee would not be able perform this service without the lodging. 

• Must take part in the fire evacuation plan for the area that they are assigned.      
• Keep regular, timely attendance while maintaining a clean, safe and unobstructed workplace*

* These duties are not exhaustive; with consideration of the job requirements and employee’s skills, this job description may be amended at the discretion of the employee’s immediate supervisor

Requirements

• Demonstrates a personal relationship with God through Jesus Christ, exercising personal faith through consistent daily living in accordance to God’s Word.
• Understands the mission of Palomar Christian Conference Center and is in agreement with its Statement of Faith, and submits all other goals and desires to that main goal.
• Possesses excellent verbal and written communication skills.
• Possesses interpersonal skills such as are required to maintain positive relations with both staff and guests.
• Possesses a drive to strategically fill camp's calendar with guest groups to increase ministry opportunities and provide camp with financial resources to serve effectively.
• Possesses excellent customer service skills and presents a professional appearance and demeanor.
• Possesses strong attention to detail and organization while managing multiple priorities.
• Is proficient in basic Microsoft applications (Windows, Office, etc.).