Retreats Booking Coordinator

Forest Home•Forest Falls, CA

7d•Onsite

About The Position

The Retreats Booking Coordinator advances Forest Home’s mission through results-driven sales, proactive relationship building, and exceptional guest hospitality. The role is the primary sales contact for returning Guest Retreat groups and owns the rebooking pipeline from the first post-retreat contact through signed contract and received deposit. The coordinator works to grow revenue, occupancy, and year-over-year retention while helping groups return for transformational experiences. The position works under the direction of the Senior Director of Sales & Marketing and balances measurable sales performance with ministry-minded relationship care and partnership with internal staff and housing. This is a part-time, non-exempt position based in Southern California, with regular on-site presence required at Forest Home in Forest Falls. The role requires a consistent 30–35-hour weekly schedule, with occasional evening or weekend availability as needed. The coordinator is accountable for rebooking conversion, revenue and booked-nights goals, outbound sales activity, contract and deposit closing, CRM pipeline management, forecasting, and sales reporting. Additional support includes program sales and reservations work, seasonal camp preparation, site tours, internal scheduling and housing coordination, and contributing ideas to improve sales processes. The role requires supporting Forest Home’s mission and values, signing a statement of faith, praying for others, participating in staff spiritual activities, and demonstrating a Christ-like attitude and servant heart.

Requirements

Support Forest Home’s mission and values and sign a statement of faith.
Ability to pray for others in person and on the phone and participate in staff spiritual activities.
Demonstrated success in sales, preferably group sales, hospitality sales, or event booking.
Track record of meeting or exceeding sales or revenue goals.
Ability to interact professionally with church leaders and group organizers.
Excellent written, verbal, and phone communication skills.
Confidence making outbound sales calls and asking for the booking.
Ability to handle objections and navigate pricing conversations.
Strong closing skills and persistence with contracts, deposits, and deadlines.
Ability to organize workload, follow-up schedules, and sales priorities independently and demonstrate accountability for sales results.
Strong working knowledge of CRM systems such as HubSpot or similar.
Proficiency in Microsoft Excel, including filters, sorting, and basic formulas.
Comfort learning and implementing new software tools.
Detail-oriented organizational skills and ability to multitask in a fast-paced environment.
Self-motivated, energetic, empathetic, enthusiastic, and flexible work style.
Strong teamwork and customer service skills.
Professional appearance and attitude.
Regular, timely attendance and ability to work a consistent 30–35-hour weekly schedule.
Regular on-site presence at Forest Home in Forest Falls, including availability to give tours to groups.
Occasional evening or weekend availability as needed.
Ability to relate graciously and with integrity to people of varied backgrounds.
Ability to streamline processes.
Ability to stand, walk, and sit regularly; perform mild physical work, including some lifting, pushing, or pulling of objects over 20 pounds; and read words and numbers and communicate in person through speaking and hearing.
Bachelor’s degree preferred, but not stated as required.

Nice To Haves

Bachelor’s degree.
Experience in group sales, hospitality sales, or event booking.
Experience with HubSpot or a similar CRM.
Excel pivot-table skills.

Responsibilities

Lead Guest Retreat rebooking through structured post-retreat calls and emails, asking every group for its next retreat dates.
Own each group’s rebooking pipeline, using approximately 6–7 touchpoints to move opportunities toward a close.
Meet or exceed monthly and annual rebooking conversion, revenue, and booked-nights goals.
Make proactive outbound calls, emails, and other touchpoints, prioritizing active pipeline opportunities and reconnecting with groups promptly after their retreat.
Review historical guest data and contact past retreat groups that have not rebooked to win back their business.
Identify opportunities to grow returning groups through additional nights, larger headcounts, upgraded lodging, or additional retreat dates, and introduce groups to other Forest Home programs where appropriate.
Provide on-site tours for returning and prospective Guest Retreat groups as a sales tool.
Collaborate with the team member handling inbound Guest Retreat sales to ensure smooth handoffs and consistent communication.
Prepare and deliver contracts promptly after dates are agreed upon, follow up until contracts are signed and returned, and ensure deposits are received on time.
Manage tentative holds strategically, following up before holds expire and converting them into contracted bookings or releasing dates for resale.
Keep leadership informed about unsigned contracts, outstanding deposits, and at-risk bookings.
Conduct pricing and value conversations, address objections and barriers, offer alternative dates and solutions, and explore full-rate options before offering approved discounts or concessions.
Provide warm, enthusiastic, professional, and caring service in phone and email interactions.
Track group dates and scheduling, and coordinate with internal staff and housing to resolve logistics and ensure groups have a smooth stay.
Support program sales through outreach, follow-up calls, administrative tasks, occasional calls about registrations or confirmations, and guidance for prospective guests.
Assist with summer and winter camp preparation and provide backup support to reservations or sales teams during high-volume periods.
Log calls, emails, notes, outcomes, follow-ups, and next steps accurately in the CRM; maintain clean deal stages and an active pipeline.
Provide weekly reporting on outreach activity, conversions, revenue, forecasting, and contract and deposit status; review pipeline health and booking progress with leadership.
Analyze booking and rebooking data, identify retention trends and process bottlenecks, and share insights and improvement recommendations with leadership.
Complete a guided Forest Home property tour during onboarding and participate in ongoing sales training and call reviews with the Senior Director of Sales and Marketing.
Apply coaching feedback and develop sales communication, objection handling, closing, CRM reporting, Excel dashboard, and performance-tracking skills.
Support Forest Home’s mission, values, and Christ-centered culture in guest interactions and internal partnerships.