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Group Coordinator/Camps Specialist

This employee will seek to bring glory to Jesus Christ through the manner in which he/she carries out the duties and responsibilities of this position.

Position Summary:
Under the general supervision of the Director of Reservations & Digital Marketing, the Group Coordinator/Camps Specialist is responsible for specific duties outlined in this job description and general front desk and receptionist activities outlined in the Front Desk Manual. This position will include some evening and weekend shifts.

The Group Coordinator/Camps Specialist must also be familiar with some of the work done by the Vice President for Camps & Conferences and the Director of Reservations & Digital Marketing to be able to assure the smooth flow of office operations in their absence.

This position operates primarily in a professional office environment in which:
The employee will constantly operate standard office equipment, including computers, copiers, and printers.
The employee must be able to remain in a stationary position at both a desk and a service counter constantly and for extended periods of time.
The employee constantly communicates with supervisors, colleagues, guests, and the public and must be able to exchange accurate, comprehensible information with these individuals.
The employee performs frequent, routine tasks that require the employee to move about the inside of the office to access file cabinets, office machinery, etc., and occasionally transport items weighing up to 30 pounds over short distances.
The employee performs occasional duties that require traversing moderate distances (<2 miles) and moderate inclines, some stairs, and uneven terrain.

Bonclarken Conference Center will make every effort to provide reasonable accommodations to qualified employees with disabilities, unless doing so would pose an undue hardship or fundamentally change the nature of the position.

Reports to: Director of Reservations & Digital Marketing


The Group Coordinator/Camps Specialist will be expected to effectively perform:

Group Coordination
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

Hospitality
Coordinate guest group registration by preparing keys, equipment, and welcome packets
Check groups in and connect them with the Administrator On-Call

Office Tasks
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

Marketing & Sales
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

Camps Operations
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

Other Duties
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.

Time:  Full-Time Year Round
Salary:  Paid
Category:  Clerical/Office

Updated: 2/11/2026 12:23:34 PM