Retreats Booking Coordinator

Forest Home • Forest Falls, CA

1d • $21 - $25 • Onsite

About The Position

The Retreats Booking Coordinator advances Forest Home’s mission through sales, relationship building, and guest hospitality. The role owns the rebooking pipeline for returning Guest Retreat groups, from the first post-retreat contact through a signed contract and received deposit. Through consistent outbound outreach, pricing conversations, and disciplined follow-up, the coordinator secures future dates, strengthens year-over-year retention, and contributes to Guest Retreat revenue and occupancy.

The coordinator is the primary sales contact for returning groups and is accountable for rebooking conversion, revenue goals, outbound activity, contract and deposit closing, CRM pipeline management, and sales reporting. The role also coordinates with internal staff and housing to support smooth logistics and a positive guest experience. Additional duties include supporting program sales and reservations, providing group tours, assisting with seasonal camp preparation, and contributing to sales process improvements.

This is a part-time, non-exempt position requiring 30–35 hours per week, based in Southern California. Regular on-site presence at Forest Home in Forest Falls is required, with occasional evening or weekend availability as needed. The position works under the direction of the Senior Director of Sales & Marketing.

Requirements

• Support Forest Home’s mission and values; provide a signed statement of faith.
• Ability to pray for others in person and on the phone and participate in staff spiritual activities.
• Demonstrate a Christ-like attitude and servant heart.
• 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 in following up on contracts, deposits, and deadlines.
• Ability to independently organize workload, follow-up schedules, and sales priorities and demonstrate 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 preferred.
• Ability to learn and implement new software tools.
• Attention to detail, organizational skills, and ability to multitask in a fast-paced environment.
• Professional appearance and attitude; self-motivated, flexible, energetic, empathetic, and enthusiastic work style.
• Strong teamwork and customer service skills; willingness to perform a variety of tasks.
• 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 group tours.
• Occasional evening or weekend availability as needed.
• Ability to relate graciously to people of varied backgrounds and demonstrate integrity.
• Ability to streamline processes.
• While performing essential duties, ability to stand, walk, and sit; perform mild physical work, including some lifting, pushing, or pulling of objects over 20 pounds; read words and numbers; and communicate in person through speaking and hearing.

Nice To Haves

• Bachelor’s degree preferred.
• Experience with group sales, hospitality sales, or event booking.
• Microsoft Excel pivot-table skills.

Responsibilities

• Lead rebooking sales for Guest Retreat groups through structured post-retreat calls and emails, asking each group to select future retreat dates.
• Own each group’s rebooking pipeline, using approximately 6–7 touchpoints and moving opportunities toward a close.
• Meet or exceed assigned monthly and annual rebooking, conversion, revenue, and booked-nights goals.
• Reconnect promptly with groups after retreats and proactively contact historical groups that have not rebooked.
• Identify opportunities to grow returning bookings through additional nights, larger headcounts, upgraded lodging, or additional retreat dates.
• Identify opportunities to introduce Guest Retreat groups to other Forest Home programs.
• Provide on-site tours for returning and prospective Guest Retreat groups as a sales tool.
• Coordinate sales handoffs and communications with the team member handling inbound Guest Retreat sales.
• Complete required outbound calls and email/SMS touchpoints, contact groups within the defined post-retreat window, and respond to group communications within 24 hours.
• Prepare and deliver contracts promptly, follow up until contracts are signed, and track 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.
• Handle pricing and booking objections; offer alternative dates and solutions, protect revenue by exploring full-rate options before discounts, and apply approved discounts accurately.
• Communicate with warmth, enthusiasm, urgency, persistence, professionalism, and genuine care.
• Track group dates and scheduling, coordinate with internal staff and housing, and help resolve booking, scheduling, and housing issues.
• Provide flexible support for program sales through outreach, follow-up calls, administrative tasks, occasional program-related calls, and guidance to 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, deal stages, follow-ups, and next steps accurately in the CRM; maintain disciplined CRM hygiene.
• Provide weekly reporting on outreach activity, conversion, revenue, contracts, and deposits; analyze booking and rebooking data and share insights with leadership.
• Identify non-rebooking patterns and process bottlenecks, recommend improvements, and evaluate outreach cadence and guest-retention opportunities.
• Complete a guided Forest Home property tour during onboarding, participate in sales training and call reviews, implement coaching feedback, and learn CRM reporting tools, Excel dashboards, and performance tracking.
• Support Forest Home’s mission and values, participate in staff spiritual activities, and pray for others in person and on the phone.

What This Job Offers

• Job Type: Part-time
• Education Level: No Education Listed