Bonclarken Conference Center ยท 1 week ago
Group Coordinator/Camps Specialist
Flat Rock, NC
Full-time
Onsite
New Grad, Entry LevelBonclarken Conference Center is a conference center that aims to glorify Jesus Christ through its operations. The Group Coordinator/Camps Specialist is responsible for managing group reservations, coordinating guest registration, and assisting with marketing efforts, all while ensuring smooth office operations and guest satisfaction.
Hospitality
Responsibilities
Prepare contracts and information packets for groups and send them to the group leaders
Input group reservations and other information into the computer
Share group reservation information with appropriate administrative staff members and keep the Groups Calendar up to date
Communicate guest needs to Bonclarken staff prior to arrival (info sheets) and during their stay (Chat, etc.)
Update the reservation software with housing and meeting room information using the info sheets on the Wednesday prior to group arrival
Coordinate guest group registration by preparing keys, equipment, and welcome packets
Check groups in and connect them with the Administrator On-Call
Maintain literature organizer at Front Desk
Make, or supervise volunteers making, marketing folders when supplies run low
Coordinate key and key fob inventory and order necessary keys from Maintenance
Understand all aspects of Bonclarken group operations, including sales, coordination, and reception
Conduct tours for prospective groups
Participate in sales meetings and follow up on leads
Assist the Vice President for Camps & Conferences and the Director of Reservations & Digital Marketing with marketing and social media efforts
Be familiar with all aspects of Bonclarken Camps' operations
Communicate with the Bonclarken Camps directors and staff, Bonclarken Conference Center staff, camp families, and the public regarding camper and camp applications, camp fees and billing, camper forms, camp registration procedures, and all other aspects of camp operations
Create materials promoting Bonclarken Camps and providing information for potential campers
Update and maintain camper applications and forms, and group information in the reservation software
Maintain accurate camp financial records and billing
Scan and upload camper records in a timely and organized way
Send mass emails to parents as is appropriate
Answer camp questions by email and by telephone in a professional manner
Prepare for and coordinate registration
Bill campers appropriately and follow up on unpaid balances
Assist department heads from time to time with special projects and maintain records
Undertake other duties and responsibilities as assigned by the Director of Reservations & Digital Marketing, the Vice President for Finance & Property, and/or the President
Flexibility is important to all roles at the Conference Center. Occasional duties may occasionally include overlaps to assist other departments at peak times
Examples: working a midweek 3-hour shift in the Gift Shop, serving meals during working hours if short-staffed, assisting with adventure recreation, helping turn over a meeting space, or guest building on a weekday prior to a peak weekend
Qualification
Required
Must seek to bring glory to Jesus Christ through the manner in which he/she carries out the duties and responsibilities of this position
Must be familiar with some of the work done by the Vice President for Camps & Conferences and the Director of Reservations & Digital Marketing
Must be able to operate standard office equipment, including computers, copiers, and printers
Must be able to remain in a stationary position at both a desk and a service counter constantly and for extended periods of time
Must be able to communicate with supervisors, colleagues, guests, and the public and exchange accurate, comprehensible information
Must be able to move about the inside of the office to access file cabinets, office machinery, etc
Must be able to occasionally transport items weighing up to 30 pounds over short distances
Must be able to traverse moderate distances (<2 miles) and moderate inclines, some stairs, and uneven terrain
Must prepare contracts and information packets for groups and send them to the group leaders
Must input group reservations and other information into the computer
Must share group reservation information with appropriate administrative staff members and keep the Groups Calendar up to date
Must communicate guest needs to Bonclarken staff prior to arrival and during their stay
Must update the reservation software with housing and meeting room information using the info sheets on the Wednesday prior to group arrival
Must coordinate guest group registration by preparing keys, equipment, and welcome packets
Must check groups in and connect them with the Administrator On-Call
Must maintain literature organizer at Front Desk
Must make, or supervise volunteers making, marketing folders when supplies run low
Must coordinate key and key fob inventory and order necessary keys from Maintenance
Must understand all aspects of Bonclarken group operations, including sales, coordination, and reception
Must conduct tours for prospective groups
Must participate in sales meetings and follow up on leads
Must assist the Vice President for Camps & Conferences and the Director of Reservations & Digital Marketing with marketing and social media efforts
Must be familiar with all aspects of Bonclarken Camps' operations
Must communicate with the Bonclarken Camps directors and staff, Bonclarken Conference Center staff, camp families, and the public regarding camper and camp applications, camp fees and billing, camper forms, camp registration procedures, and all other aspects of camp operations
Must create materials promoting Bonclarken Camps and providing information for potential campers
Must update and maintain camper applications and forms, and group information in the reservation software
Must maintain accurate camp financial records and billing
Must scan and upload camper records in a timely and organized way
Must send mass emails to parents as is appropriate
Must answer camp questions by email and by telephone in a professional manner
Must prepare for and coordinate registration
Must bill campers appropriately and follow up on unpaid balances
Must assist department heads from time to time with special projects and maintain records
Must undertake other duties and responsibilities as assigned by the Director of Reservations & Digital Marketing, the Vice President for Finance & Property, and/or the President
Must be flexible to assist other departments at peak times
Company
Bonclarken Conference Center
Bonclarken Conference Center is the Conference Center of the Associate Reformed Presbyterian Church.
Founded in 1922
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase