Reservations Coordinator

Camp Brain – MSF scheduling program for all retreats, events, programs

1. Work with clients to schedule and confirm retreats and other events

2. Answer all calls and emails related to details (meals, lodging, meeting rooms, chapel use, billing costs) and make changes to reservations

3. Generate new contracts and send contracts and other paperwork necessary to complete booking

4. Contact repeat clients to reserve and update all information

5. Enter all changes into Camp Brain so that kitchen and housekeeping can access most recent and up-to-date information.

6. Collect and store all documents needed for a group stay (signed contract, certificate of insurance, room assignments, schedules, letters of good standing)

7. Contact groups two weeks before event to confirm numbers and record food allergies/needs

8. Schedule tours for new groups as space is available

9. Answer all requests for individual and/or group use of Lake Shelter and Garden Shelter

10. Send contracts and collect signed contracts for all reservations

Business & Finance Manager

1. Communicate with B&F manager regarding collection of deposits

2. Communicate with B&F manager to settle accounts ready for final billing

3. Serve as a backup for the B&F manager regarding collections & bank deposits

Provincial Offices

1. Keep in contact with provincial offices regarding various events (Definitory meetings, Provincial Chapters, Friars’ Days, Study Days, Assemblies, Funerals)

2. Serve as direct contact with Provincial Secretary regarding booking details (dates, meals, lodging, coffee service, technology, setup of spaces, use of chapel)

3. Serve as direct contact with Provincial Secretary and Province Office Manager regarding family members’ needs for funerals, professions (lodging, meals)

Friars in Residence

1. Contact Friar Priests in residence regarding group’s requests for sacramental needs

2. Communicate with Friar Priests & groups regarding stipends directly to friars and not billed

3. Contact Friars in residence for Greetings for groups

4. Send copies of monthly calendar to Guardian so all friars know groups and individuals on campus

Miscellaneous

1. Computer systems maintenance/troubleshooting for the Center.

2. Phone systems maintenance.

3. Volunteer Coordinator for MountFest.

4. Customer service/Hospitality experience

5. Computer application knowledge require: Microsoft Outlook/Campbrain CRM

6. Detailed oriented

Fill in where needed for offices, kitchen, group setups. Handle any other duties as requested by Retreat Director or Associate Director

Accountability: Reservations Coordinator is directly accountable to the Associate Director

Signatures: The above statements are intended to describe the general nature and level of work for this position. This is not intended to be an exhaustive list of all responsibilities, duties and skills required.