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Guest Group Coordinator
RockRidge Canyon A Young Life of Canada property Princeton, British Columbia, Canada |
Job Description
Job Title: Guest Group Coordinator
Department: Guest Services
Reports to: Office Administration
Roles Supervised: Guest Services Interns
Work Location: RockRidge Canyon, Princeton, BC
Term: Permanent, Full-time
Apply
To apply, submit your resume here: Application Form
When applying via email be sure to include a cover letter and current resume.
Our selection process will begin immediately, however, we will continue to accept applications until the position is filled. Thank you for your interest in working with Young Life and RockRidge Canyon.
Position Purpose
RockRidge Canyon is a Young Life of Canada property in Princeton, British Columbia, owned and operated by Young Life for the purpose of reaching teenagers with the Gospel of Jesus Christ. It additionally functions as a Christian Conference and Retreat centre when not being used by Young Life.
RockRidge Canyon is committed to providing “intentional hospitality” to our guests. This means working to consistently exceed the expectations of our guests in quality of service, facilities, and overall experience.
Reporting to the Office Manager, the Guest Group Coordinator is the liaison between RockRidge Canyon and our guests, composed primarily of Young Life and rental groups. The Guest Group Coordinator coordinates guest needs and RockRidge Canyon operations. The Guest Group Coordinator anticipates and responds to those who come to RockRidge Canyon with professionalism, discretion and hospitality.
The Guest Group Coordinator supports the Guest Services Manager to achieve the vision and mission of Young Life to “glorify God by sharing Jesus Christ with the entire next generation” as outlined in Young Life’s Strategic Plan. As an ambassador for Young Life, the Guest Group Coordinator ensures RockRidge Canyon’s activities promote, enhance, and protect Young Life’s brand, and boost its reputation with relevant constituents, as well as driving broader awareness. The Guest Group Coordinator subscribes to Young Life’s Statement of Faith and abides by its Codes of Conduct.
Spiritual Leadership
- Model Christ in word, deed and actions.
- Model and promote Young Life’s mission, core values, and strategic plan. Represent Young Life positively and professionally within the community.
- Provide spiritual leadership to direct reports, interns and volunteers.
- Pray for kids, Young Life volunteers, and fellow Young Life staff. Ensure that all ministry at RockRidge Canyon is designed and carried out with a dependence on prayer that flows from a personal relationship with Jesus Christ.
- Personal knowledge and experience of the saving work of Jesus Christ, pursuing personal spiritual growth and involved in a local church
Guest Group Communications
- Gather requests for facilities and services from rental guest groups.
- Plan, coordinate and communicate guest needs to relevant departments at the property well in advance of the group’s arrival.
- Ensure efficient and timely communication with guest groups such that long-term relationships are developed and sustained.
- Answer inquiry calls for potential new groups; develop and maintain contracts and manage calendar bookings for new and returning groups.
- Prepare pricing, quotes and contracts for guest group inquiries and maintain necessary statistical information to support budgeting and pricing changes.
- Develop and maintain all Guest Services materials that are part of the communication process with guest groups (Guest Services Information, Housing forms, etc.)
- Cultivate and maintain a constant open line of communication with rental and Young Life guest groups in relation to their use of and comments about the property.Coordinate communication and information between guest groups and all property departments (e.g., Food Services, Site & Facilities, Administration, etc.) and understand and promote effective interdepartmental relationships as related to service for guest groups.
- In consultation with the VP, Camping Ministry and Office Manager, develop and maintain RockRidge Canyon’s reservation, pricing, and administrative policies and procedures for guest group rentals.
- In conjunction with the Marketing and Sales Manager and Office Manager, develop marketing and sales strategies for guest group rentals to provide increased revenue which supports Young Life’s summer camping programs.
- Assist in the sales and marketing plan to reach new target markets and guest groups.
- Use booking software and other software (e.g., CampBrain, Google Workspace, Excel) to track guest group information from contract to visit follow up.\
- Prepare billing and invoice information to guest groups; maintain statistical documents to assist in budget targets for anticipated guest revenue and assist Office Manager in data collection for budgeting and meeting budget targets and Board reporting.
- Be proactive in maintaining guest group relationships throughout the year for returning groups.
- Research, develop and implement specific projects as assigned by the Office Manager.
Hospitality
- Ensure superior service delivery and Christ-like hospitality to the property’s guest groups.
- Serve as host to weekend and weekday guests primarily on guest group arrival day and when needed to support the Guest Services staff team.
- Provide service and communication to Guest Group Coordinators from initial contact to departure.
- Develop relationships with Guest Group Coordinators and become familiar with their goals in order to exceed their expectations.
- Ensure all room set up and take downs, open and shut down procedures are completed.
- Be proactive in assisting Guest Group Coordinators and ensuring all guest needs are attended to including meal starts, ride schedules, program events, recreation equipment, sound systems, audio visual needs, troubleshooting, etc.
- Prepare and present accurate final invoices to the Guest Group Coordinator prior to departure.
- Perform short public speaking engagements to groups of up to 300. (ie, meal/safety/departure announcements)
- Develop and maintain meeting spaces, prop room, and guest services storage areas.
- Be available to help other departments at the discretion of the Office Manager with tasks such as housekeeping, garbage collection, dish pits, and other projects as directed.
- For Young Life camps, act as a liaison between RockRidge Canyon and Young Life assignment teams to help create successful events, coordinate schedules, receive build requests and foster healthy expectations.
- When guests are in camp, coordinate all communication between assigned groups and camp departments.
Team Duties and Responsibilities
- Assist with the operation of program activities including challenge courses (High Ropes, Tower of Terror, Zip Line) and waterfront (Canoes, Kayaks, Dragon Boats, Party Barge) as required.
- Model open communication and work collaboratively with the property staff team and the Young Life staff team in support of Young Life’s mission, core values and strategic plan.
- Engage with and foster healthy relationships with the property staff team.
- Attend staff meetings, staff conferences and work day Bible studies.
- Nourish a truthful, accountable, forgiving, joyful, and healthy work culture.
Personal and Professional Development
- Pursue opportunities to learn through books, podcasts, courses, travel to other camps, etc.
General Expectations
Young Life is a relational ministry. Staff must be able to convey a sense of Christ-like hospitality and concern for guests and staff. Responding to the unexpected needs of our guests in a prompt and professional manner is important and required.
- Maintain a positive attitude and a friendly, professional manner to create a warm, welcoming atmosphere.
- Observe and report unsafe work conditions to the relevant manager.
- Reply to radio calls professionally and respond to requests quickly and efficiently.
- Operate property vehicles safely; respect all signage, including speed limits and parking.
Qualifications
Spiritual
- Personal knowledge and experience of the saving work of Jesus Christ.
- Involvement in a local church.
- Agreement with Young Life’s Statement of Faith.
Education and Experience
- Degree or diploma in Recreation Administration, Sales and Marketing or Tourism and/or one to three years’ experience in a camp setting or a related area, or an equivalent combination of education and experience.
- Experience in Young Life and alignment with our mission is critical.
- Knowledge of the not-for-profit sector and experience in a faith-based Christian organization.
General Qualifications
- Work quickly and unobtrusively in a busy environment that frequently demands the ability to multi-task.
- Demonstrated flexibility and responsiveness to schedule changes and requests from guests and staff.
- Strong organizational and excellent time management skills.
- Able to manage conflicting priorities, effectively plan work, and meet deadlines in a high demand environment.
- Superior Emotional Intelligence competencies, including interpersonal and customer service skills.
- Strong relationship building and communication skills.
- Able to negotiate, deal with conflict situations and creative problem-solving abilities. Diplomatic and tactful.
- Observant, perceptive and detail oriented.
- Self-starter who takes initiative.
- Take direction and execute oral and written instructions. Request clarification when needed.
- Able to work in various adverse conditions: heights, temperature extremes, indoors and outdoors.
- Effective verbal communicator and natural encourager. Good written communication skills, including email.
- Proficient in Google Workspace. Good keyboarding skills.
- Willingness to learn and use AI tools for greater efficiency.
Training and Certification
- Legally entitled to work in Canada.
- Strong ethical, Christ-like character.
- Model responsible work habits, effective servant-leadership, and stewardship.
- Strong analytical and decision-making skills.
- Valid Standard First Aid (Level 1) certification. This must be maintained while in the position.
- Valid Class 5 BC Driver’s License and clean Driver’s Abstract or equivalent.
- Clean criminal record check, including vulnerable sector search, required as a condition of employment.
Work Conditions
Work Location
- Work is performed in a variety of settings, including office, outdoors,
- May be required to assist at great heights on challenge course elements, over water and in the elements.
- It may require occasional travel to attend training events or conferences, promote camp or meet with prospective clients.
Physical Requirements
- The work is primarily in an office environment, but may be active in nature followed by outdoor activities.
- More strenuous physical activities such as running, hiking, running Challenge Course activities, setting up chairs/tables and extensive walking may be required at certain times of the year as well.
- The employee is required to see, talk and hear.
- Lifting heavy items may happen from time to time.
Work Environment
- Work environment is generally favourable.
- The work is primarily indoors, however may be outdoors 25% of the time depending on the time of year. The position is required to work with teenagers, adults and volunteers of all ages.
Hours of Work
- Generally the work week is 40 hours.
- This position is required to work a non-traditional work schedule including early morning, late nights, weekends & split shifts. Workdays may exceed 8 hours.
- Long days and/or nights can be expected from time to time.
Hazards
- This position may include situations that are potentially dangerous, such as working on the high ropes course.
- The employee is required to attend training courses & to work in a safe manner at all times. Alertness and attention to standard operating procedures is a job requirement.
Other
- Due to the nature of the job, and our commitment to a safe environment for teenagers and volunteers, the individual is subject to a criminal record check, including a vulnerable sector search, and must submit a current driver’s abstract.
The above statements are intended to describe the general nature and level of work performed by people in this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of people in this position. Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.