Retreats Booking Coordinator

Forest Home•Forest Falls, CA

1d•$21 - $25•Onsite

About The Position

The Retreats Booking Coordinator advances Forest Home’s mission by driving Guest Retreat revenue and occupancy through sales, relationship building, and guest hospitality. The role owns the rebooking pipeline for returning groups, from the first post-retreat contact through a signed contract and received deposit. It uses persistent outreach, confident pricing conversations, and structured follow-up to secure future dates, strengthen year-over-year retention, and help groups return for transformational experiences. Serving as the primary sales contact for returning groups, the coordinator is accountable for rebooking conversion, revenue goals, outbound activity, contract and deposit closing, CRM pipeline management, and sales reporting. The role also partners with internal staff and housing to support smooth logistics and a positive guest experience. It reports to the Senior Director of Sales & Marketing. 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 position is described as 30 hours per week; qualifications also state availability for a consistent 30–35-hour weekly schedule. Occasional evening or weekend availability may be needed.

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.
Skill in handling objections and navigating pricing conversations.
Strong closing skills and persistence in following up on contracts, deposits, and deadlines.
Ability to organize workload, follow-up schedules, and sales priorities independently 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 are preferred.
Comfort learning and implementing new software tools.
Attention to detail, good organizational skills, and ability to multitask in a fast-paced environment.
Self-starter with an energetic, empathetic, and enthusiastic approach; ability to build strong relationships with varied individuals.
Professional appearance and attitude, self-motivation, flexibility, teamwork, and excellent customer service skills.
Regular, timely attendance and ability to work a consistent 30–35-hour weekly schedule.
Ability to maintain 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 all types of individuals, act with integrity, and streamline processes.
While performing the job, regularly stand, walk, and sit; perform mild physical work, including some lifting, pushing, or pulling of objects over 20 pounds; and have visual acuity to read words and numbers and sufficient speaking and hearing ability to communicate in person.
Bachelor’s degree is preferred, not 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 each group to book its next retreat dates.
Own each group’s rebooking pipeline, using approximately 6–7 touchpoints and moving opportunities toward a close.
Meet or exceed monthly and annual rebooking, conversion, revenue, and booked-nights goals.
Reconnect promptly with groups while their retreat experience is fresh and re-engage past groups that have not rebooked.
Identify opportunities to grow bookings through additional nights, larger headcounts, upgraded lodging, additional retreat dates, or other Forest Home programs.
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 support smooth handoffs and consistent communication.
Track conversion performance, pipeline health, booking progress, and forecasting, and review results with leadership weekly.
Complete required outbound calls and email or SMS touchpoints, contact groups within the defined post-retreat window, and respond to inquiries within 24 hours.
Prepare and deliver contracts promptly after dates are agreed upon, and follow up until contracts are signed and returned.
Track deposits and ensure they are received on time; follow up on tentative holds before they expire and communicate unsigned contracts, outstanding deposits, and at-risk bookings to leadership.
Handle pricing, date, and value objections; offer alternatives to retain bookings, explore full-rate options before discounts, and apply approved discounts accurately.
Communicate with warmth, enthusiasm, urgency, persistence, professionalism, and genuine care in all guest interactions.
Coordinate group dates, schedules, staff, and housing logistics; resolve booking, scheduling, and housing issues efficiently.
Support program sales with outreach, follow-up calls, administrative tasks, and occasional calls related to registrations, interest follow-ups, or confirmations.
Answer prospective guests’ questions and direct them to the appropriate team member; assist with summer and winter camp preparation and provide backup during high-volume periods.
Log calls, emails, notes, outcomes, deal stages, follow-ups, and next steps accurately in the CRM; maintain disciplined CRM records.
Provide weekly reporting on outreach, conversion, revenue, contracts, and deposits; analyze rebooking data and share trends with leadership.
Identify causes of non-rebooking, process bottlenecks, and opportunities to improve outreach cadence, conversion, guest retention, and cross-program engagement.
Complete a guided property tour during onboarding, participate in sales training and call reviews, apply coaching feedback, and learn CRM reporting tools, Excel dashboards, and performance tracking.
Support Forest Home’s mission, values, and Christ-centered culture, including participation in staff spiritual activities and prayer for others.