Reservations Coordinator

Reservations Coordinator – Camp Brain Scheduling

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

• Work with clients to schedule and confirm retreats and other events.
• Answer all calls and emails related to details such as meals, lodging, meeting rooms, chapel use, and billing costs, and make changes to reservations.
• Generate new contracts and send contracts and other paperwork necessary to complete booking.
• Contact repeat clients to reserve and update all information.
• Enter all changes into Camp Brain so that kitchen and housekeeping can access the most recent and up-to-date information.
• Collect and store all documents needed for a group stay (signed contract, certificate of insurance, room assignments, schedules, letters of good standing).
• Contact groups two weeks before the event to confirm numbers and record food allergies/needs.
• Schedule tours for new groups as space is available.
• Answer all requests for individual and/or group use of Lake Shelter and Garden Shelter.
• Send contracts and collect signed contracts for all reservations.

• Communicate with B&F manager regarding collection of deposits.
• Communicate with B&F manager to settle accounts ready for final billing.
• Serve as a backup for the B&F manager regarding collections and bank deposits.

• Keep in contact with provincial offices regarding various events (Definitory meetings, Provincial Chapters, Friars’ Days, Study Days, Assemblies, Funerals).
• Serve as direct contact with Provincial Secretary regarding booking details (dates, meals, lodging, coffee service, technology, setup of spaces, use of chapel).
• Serve as direct contact with Provincial Secretary and Province Office Manager regarding family members’ needs for funerals and professions (lodging, meals).

• Contact Friar Priests in residence regarding group’s requests for sacramental needs.
• Communicate with Friar Priests and groups regarding stipends directly to friars and not billed.
• Contact Friars in residence for greetings for groups.
• Send copies of the monthly calendar to the Guardian so all friars know groups and individuals on campus.

• Computer systems maintenance and troubleshooting for the Center.
• Phone systems maintenance.
• Volunteer coordinator for Mount Fest.
• Customer service and hospitality experience.
• Computer application knowledge required:
  Microsoft Outlook and Campbrain CRM.
• Detail-oriented.

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

Accountability: Reservations Coordinator is directly accountable to the Associate Director.