Group Reservations Coordinator

National Ability Center•Park City, UT

3d•$22•Onsite

About The Position

At the National Ability Center, we have been breaking barriers and empowering people with disabilities through adaptive sports and recreation. We are seeking a highly organized and service-oriented Group Reservations Coordinator to play a key role in ensuring groups—from schools and nonprofits to corporate partners and community organizations—experience a seamless and welcoming journey from their first inquiry to the moment they arrive on-site. In this role, you will coordinate the many moving pieces that bring group programs and events to life, including scheduling programs, managing participant documentation, coordinating conference space, and collaborating closely with program teams and group leaders. If you thrive in a fast-paced, mission-driven environment and enjoy creating exceptional experiences through thoughtful coordination and outstanding customer service, this is an opportunity to make a meaningful impact and help advance the National Ability Center’s vision of building an Adaptive Nation. The Group Reservations Coordinator is responsible for ensuring a seamless, accessible, and high-quality participant journey from initial inquiry through program participation. This position coordinates all aspects of group reservations, including scheduling, billing, participant waivers, and conference room bookings. The person in this role works closely with Program Managers, group leads, and internal stakeholders in order to successfully plan and implement group programs and conferences while maintaining accurate records and clear communication throughout the reservation process. This is a full-time, year-round position with benefits. It requires work on weekends, as well as some holidays and occasionally some evenings for event support. This position is not eligible for remote work.

Requirements

2 years of experience in customer service, reservations, or a related role.
Must pass a pre-employment background check.
Must be legally authorized to work in the United States. We do not sponsor employment visas or other immigration processes to attain or maintain employment eligibility.
Strong customer service orientation with the ability to build positive relationships with participants, caregivers, group leads, and internal stakeholders while supporting an inclusive and welcoming environment.
Excellent written and verbal communication skills with the ability to communicate clearly and empathetically with participants, families, and internal stakeholders.
Excellent organizational and time management skills with the ability to coordinate multiple group reservations, conference bookings, and administrative tasks simultaneously while maintaining attention to detail.
Ability to work effectively in a fast-paced, service-oriented environment supporting a high volume of participants and reservations.
Ability to collaborate effectively with program staff, operations teams, and external group leaders to ensure successful program delivery.
Ability to adapt and use innovative solutions to provide personalized experiences for every group participant based on their needs and goals.
Demonstrated ability and willingness to work productively and collaboratively within a team.
Commitment to the mission of the National Ability Center and an understanding of, or willingness to learn about, adaptive recreation and serving individuals with disabilities.
Proficiency with standard business software (e.g., Microsoft Office or Google Workspace)
Ability to learn and effectively use Salesforce or similar CRM/reservations platforms to maintain accurate participant records and group reservation data.
Available and willing to work a non-traditional schedule that may include occasional evenings, weekends, and holidays, especially as needed for group programs and special events.

Nice To Haves

Associate’s degree in Business, Event Management, Hospitality, or a related field.
Experience using Salesforce or a similar CRM or reservations management system.
Experience working with individuals with disabilities.
Experience working in adaptive recreation.

Responsibilities

Serve as a liaison between Program Managers and group leads to recommend, promote, and schedule participants into appropriate programs based on goals, needs, and required adaptations.
Coordinate administrative components of group reservations including contracts, invoicing, attendance tracking, and participant documentation.
Ensure timely and accurate completion of waivers, payments, scholarship applications, and required documentation prior to program participation.
Maintain accurate group accounts, participant profiles, attendance records, and data integrity within Salesforce.
Provide detailed pre-arrival communications and reminders to ensure groups are fully prepared for their visit.
Support priority booking initiatives and individual opportunities to encourage continued participation, and long-term engagement.
Coordinate conference room reservations, including scheduling requests from internal and external stakeholders.
Arrange conference room logistics including catering coordination, room setup, and post-event cleanup as needed.
Maintain conference room standards, technology readiness, and basic operational requirements to support meetings and events.
Assist with the Group Reservation team with Recreation Center and Mountain Center facility rentals.
Provide excellent customer service to support strong relationships with group leads and participants to help ensure a positive experience and encourage repeat participation.
Assist with key fundraising events and special events as needed; serve as an ambassador and representative for the National Ability Center.
Perform other duties as assigned.

Benefits

Health Insurance with Health Savings Account
Employer Contribution to HSA
Dental Insurance
Vision Insurance
Long-term Disability
Life Insurance
Voluntary Accident and Hospital Plans
Paid Time Off (PTO) annually
11 Paid Holidays + 2 Paid Personal Days Annually (including a paid day off on your birthday)
403(b) Plan with Employer Match
Parental Leave
Pet Insurance
Pro Deals with gear companies