Reservations Specialist

Location: Pawnee

Reservations Specialist

Job Description

Department:
Operations

Reports To:

Director of Mission, Melissa Brookens

Schedule:

Monday-Friday, 8:30 a.m.

-4:30 p.m., with some flexibility
Weekend Requirement:
Approximately one Saturday or Sunday per month

Location:

Midwest Mission - Illinois Campus, with support for Iowa site reservations
Position Type:
Full-Time, In-Person

Position Summary

The Reservations Coordinator serves as a key member of the Operations Team and is responsible for coordinating reservations, scheduling, communication, and administrative support for Midwest Mission's volunteer experiences, Mission in Motion off-site events, Illinois housing, Iowa volunteer reservations, and related operational needs.

This position requires strong attention to detail, excellent communication skills, a welcoming and service-minded approach, and the ability to manage multiple calendars, databases, and moving parts with accuracy and professionalism. The Reservations Coordinator is often one of the first points of contact for volunteers, churches, donors, and community partners and should represent Midwest Mission with warmth, clarity, patience, and mission-centered hospitality.

Essential Responsibilities

Mission in Motion Off-Site Event Coordination

The Reservations Coordinator is responsible for coordinating Mission in Motion off-site event reservations and supporting the preparation, communication, and follow-up needed for successful events.

Responsibilities include:

• Schedule and book Mission in Motion off-site events.
• Answer detailed questions about the Mission in Motion program, including event expectations, available projects, supplies, timelines, and logistics.
• Prepare and create labels needed for each off-site event.
• Send pre-event communication to booked event sites, including event instructions, supply information, expectations, and other needed details.
• Send post-event surveys to participating groups.
• Send thank-you communication following each event.
• Communicate with groups after shipments to share what items they donated or assembled, the date those items shipped, and where the items were sent.
• Lead volunteers in preparing, pulling, organizing, and packing supplies for Mission in Motion events.
• Lead volunteers in processing, checking, organizing, and returning Mission in Motion equipment after events.
• Maintain accurate records of Mission in Motion events, supplies, equipment, communication, and follow-up.

Volunteer Reservations

The Reservations Coordinator supports volunteer scheduling and reservations for both the Illinois and Iowa sites.

Responsibilities include:

• Coordinate volunteer reservations for the Illinois site.
• Coordinate volunteer reservations for the Iowa site.
• Communicate clearly with volunteer groups regarding schedules, arrival details, expectations, housing, meals, work projects, and other logistics.
• Ensure volunteer reservation information is accurate and entered into the appropriate systems.
• Work with staff to confirm volunteer capacity, project availability, and facility needs.
• Provide a positive, welcoming, and organized experience for volunteer groups from initial inquiry through follow-up.

Illinois Housing Reservations

The Reservations Coordinator manages housing reservations and room assignments for Midwest Mission's Illinois campus.

Responsibilities include:

• Coordinate reservations for the lodge, suite, studio, duplex, and campground.
• Assign rooms and housing spaces based on group size, availability, needs, and staff guidance.
• Communicate housing details, expectations, arrival instructions, and policies to volunteer groups.
• Coordinate cleaning follow-through after housing use.
• Communicate maintenance, cleaning, supply, or readiness concerns to the appropriate staff member.
• Maintain accurate housing calendars and reservation records.
• Help ensure housing spaces are prepared, welcoming, and ready for incoming volunteers.

Volunteer Leader and Shop Leader Scheduling

The Reservations Coordinator helps schedule and communicate with key volunteer leaders who support daily operations and volunteer experiences.

Responsibilities include:

• Coordinate reservations for Volunteer Leaders, including individuals or couples who stay on-site for two weeks or longer and work directly under staff to help lead volunteers.
• Schedule Shop Leader Volunteers for daily shop coverage in coordination with volunteer needs and the Shop Volunteer Coordinator.
• Communicate expectations, schedules, housing information, and role details to Volunteer Leaders and Shop Leader Volunteers.
• Maintain accurate records of Volunteer Leader and Shop Leader availability, assignments, and contact information.
• Coordinate with staff to ensure adequate volunteer leadership coverage.

Administrative Support for the Director of Mission

The Reservations Coordinator provides administrative support to the Director of Mission and assists with operational documentation and communication.

Responsibilities include:

• Prepare meeting notes and assist with follow-up items as requested.
• Assist with…