Reservations Coordinator

Mount Saint Francis Center for Spirituality

Full Time/Non-Exempt 
Mount Saint Francis Center for Spirituality is seeking a warm, organized, and mission-driven Reservations Coordinator to serve as one of the first points of welcome for our guests, retreatants, group leaders, and community partners.
 
This full-time role is ideal for someone who is detail-oriented, customer-forward, calm under pressure, and energized by helping people have a meaningful and seamless experience from their first inquiry through their time at the Mount. The Reservations Coordinator will help manage inquiries, bookings, schedules, guest communication, retreat and event details, and internal coordination with hospitality, programming, facilities, and leadership teams.
 
The ideal candidate is highly organized, pleasant, professional, and able to manage multiple priorities in a fast-paced environment. Experience with CRM systems and reservation platforms is important, and familiarity with CampBrain is strongly preferred. This person should be comfortable working with technology, tracking details accurately, communicating clearly, and supporting both individual guests and large group reservations.
 
At the heart of this position is hospitality. We are looking for someone who understands that every phone call, email, reservation, and guest interaction is part of the larger mission of Mount Saint Francis: to create a welcoming, peaceful, and spiritually nourishing place for all who come here. The right person will bring both efficiency and kindness, helping strengthen our visibility, capacity, and guest experience.
 
Key qualities we are seeking include:
 
Dependable, organized, and detail-oriented
Excellent written and verbal communication skills
Customer-forward and hospitality-minded
Comfortable using CRMs, databases, and reservation systems
Experience with CampBrain preferred
Able to manage multiple calendars, bookings, and event details
Pleasant, professional, and collaborative
Mission-driven and committed to the spirit of Mount Saint Francis
Able to thrive in a fast-paced, people-centered organization
 
This is a wonderful opportunity for someone who enjoys creating order, welcoming others, supporting meaningful programs, and being part of a team committed to hospitality, spirituality, and service.

Responsibilities

• 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
  7. 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

To Apply:
Fill out our online application
And submit:

• Resume to [email protected]
• Brief statement of interest
• Examples of social media, design, or communications work (if available)

Join us in helping expand the mission and visibility of Mount Saint Francis Center for Spirituality and support programs that continue to impact lives throughout our region and beyond.

About Mount Saint Francis

Mount Saint Francis Center for Spirituality is a retreat and spiritual enrichment center dedicated to fostering reflection, learning, hospitality, community, and compassionate service. Through retreats, educational programs, community events, and partnerships with diverse faith traditions, we provide welcoming opportunities for personal and spiritual renewal.