Retreats Booking Coordinator

Forest Home•Forest Falls, CA

6d•Onsite

About The Position

The Retreats Booking Coordinator advances Forest Home’s mission by driving Guest Retreat revenue and occupancy through proactive sales, relationship-building, and guest hospitality. The role owns the rebooking pipeline for returning Guest Retreat groups, from post-retreat outreach through signed contracts and received deposits. It serves as the primary sales contact for returning groups and is accountable for rebooking conversion, revenue goals, outbound sales activity, CRM pipeline management, and sales reporting, while coordinating with internal staff and housing to support a smooth guest experience. The coordinator uses a structured follow-up cadence of approximately six to seven touchpoints per group, conducts pricing and value conversations, secures future dates, follows up on contracts and deposits, and manages tentative holds. The role also works to re-engage past groups, identify upselling and cross-program opportunities, give site tours, support program sales and seasonal operations, analyze booking trends, and recommend improvements to the sales process. This is a part-time, non-exempt position requiring a consistent 30–35-hour workweek and regular on-site presence at Forest Home in Forest Falls, Southern California. Occasional evening or weekend availability may be needed. The position works under the direction of the Senior Director of Sales & Marketing and requires support for Forest Home’s mission, values, and Christ-centered culture.

Requirements

Support Forest Home’s mission and values and provide a signed statement of faith.
Ability to pray for others in person and by 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 bookings.
Skill in handling objections, navigating pricing conversations, and closing sales.
Persistence in following up on contracts, deposits, and deadlines.
Ability to independently organize workload, follow-up schedules, and sales priorities, with personal accountability for results.
Strong working knowledge of CRM systems such as HubSpot or similar.
Proficiency in Microsoft Excel, including filters, sorting, and basic formulas; pivot tables are preferred.
Comfort learning and implementing new software tools.
Detail-oriented with good organizational skills and ability to multitask in a fast-paced environment.
Self-motivated, energetic, empathetic, enthusiastic, flexible, and professional, with strong teamwork and customer service skills.
Ability to work a consistent 30–35-hour weekly schedule and maintain regular, timely attendance.
Regular on-site presence at Forest Home in Forest Falls, including availability to give group tours.
Occasional evening or weekend availability as needed.
Ability to relate graciously and with integrity to people of varied backgrounds and to streamline processes.
While performing the role, regularly stand, walk, and sit; perform mild physical work, including some lifting, pushing, or pulling of objects over 20 pounds; and have sufficient visual acuity, speaking, and hearing ability to communicate.
Ability to work in an environment with moderate exposure to unusual elements such as extreme temperatures, dirt, dust, fumes, smoke, and unpleasant odors; noise is usually moderate and may be loud at times.

Nice To Haves

Bachelor’s degree preferred.
Experience with group sales, hospitality sales, or event booking.
Experience using HubSpot or a similar CRM.
Knowledge of Excel pivot tables.

Responsibilities

Lead Guest Retreat rebooking through structured post-retreat calls and emails, asking groups to book their next retreat dates.
Own each group’s rebooking pipeline, guiding opportunities through approximately six to seven touchpoints toward a close.
Meet or exceed monthly and annual rebooking, conversion, revenue, and booked-nights goals.
Reconnect with groups promptly after their retreats and proactively contact past groups that have not rebooked.
Identify opportunities to grow bookings through additional nights, larger headcounts, upgraded lodging, additional dates, and other Forest Home programs.
Provide on-site tours for returning and prospective Guest Retreat groups to help secure bookings.
Coordinate with the team member handling inbound Guest Retreat sales to support smooth handoffs and consistent communication.
Make required outbound calls and email or SMS touchpoints, respond to group communications within 24 hours, and maintain an organized follow-up cadence.
Prepare and deliver contracts after dates are agreed upon, follow up until contracts are signed, and ensure deposits are received on time.
Manage tentative holds, follow up before expiration, and convert holds into contracted bookings or release dates for resale.
Keep leadership informed about unsigned contracts, outstanding deposits, at-risk bookings, pipeline health, conversion, and forecasts.
Navigate pricing, date, value, and booking objections; offer alternatives and protect revenue by exploring full-rate options before approved discounts or concessions.
Communicate with warmth, enthusiasm, urgency, persistence, professionalism, and genuine care in guest interactions.
Track group dates and logistics, coordinate with internal staff and housing, and help resolve booking, scheduling, and housing issues.
Support program sales with outreach, follow-up calls, administrative tasks, guest guidance, and occasional calls concerning registrations or confirmations.
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, deal stages, follow-ups, and next steps accurately in the CRM.
Provide weekly reporting on outreach activity, conversion, revenue, and contract and deposit status; maintain accurate forecasts and CRM records.
Analyze booking and rebooking data, identify trends and process bottlenecks, and share recommendations with leadership.
Participate in onboarding property tours, sales training, and call reviews; apply coaching and learn CRM reporting tools, Excel dashboards, and performance tracking.
Represent Forest Home’s mission, values, and Christ-centered culture in guest interactions and internal partnerships.