Booking Manager

Benefits: PTO, Holidays, Paid Sick, Paid Health Insurance, 401k with Match

About CampWay
CampWay creates inclusive spaces where guests connect with nature and experience a simpler, more meaningful way of living. We believe every person has the ability to make a positive impact, and we strive to provide a safe, supportive environment where individuals can learn, grow, and have fun. We are a fast-growing hospitality and outdoor education company based in Prescott, Arizona, operating across three distinct locations:

● Friendly Pines Camp (FPC): Our flagship site offering overnight summer camp and outdoor education.

● Prescott Pines & Frontier Village (PPC): Used primarily for retreat groups, family camps, and summer rentals.

● Yavapai College Campus: Home to summer dorm rentals, events, and our pending daycamp

Across these locations, we host thousands of guests annually, providing purpose-driven experiences ranging from fifth-grade field trips to multi-generational retreats and classic overnight camp. Our mission is simple and foundational: To create intentional spaces where relationships grow and moments matter.

Position Summary
The Booking Manager is a full-time, year-round role responsible for managing group bookings and client relationships across CampWay's retreat and rental programs. While this role includes sales and pipeline management, that is only one part of the job. The majority of the work happens after a booking is confirmed.

Success in this role comes from how well you manage the lead-up: organizing details, building clear plans, and ensuring every group arrives set up for a smooth, well-executed experience. You are the central point of coordination for each group, responsible for turning a confirmed booking into a fully realized plan that other departments can execute from with confidence.

Key Responsibilities
This list represents essential job functions. Additional duties may be assigned as business needs require.

Serve as the primary point of contact for assigned groups from first inquiry through departure

Manage your booking pipeline in HubSpot, following sales flows and keeping records current

Draft and send estimates, collect deposits, and process contracts and invoices

Give site tours to prospective clients with professionalism and genuine enthusiasm for what we offer

Respond to new inquiries promptly and follow up consistently throughout the decision process

Build detailed, accurate run-of-show documents and master camp sheets that clearly communicate lodging assignments, schedules, dietary needs, program plans, and all operational details to internal teams

Gather, confirm, and organize all required group information — ensuring nothing is missing, unclear, or left unresolved heading into arrival

Lead the full planning process through final confirmation calls, ensuring both the client and internal team are aligned and prepared

Collect necessary forms, rosters, dietary needs, and documentation from group leaders in advance of arrival

Clarify expectations around lodging, food service, meeting space, activity scheduling, and on-site logistics

Participate in pre-week huddles to prepare internal teams for incoming groups

Group Arrival & On-Site Hosting

Greet groups when they arrive and lead orientation for students, chaperones, retreat guests, and wedding parties

Serve as a visible, approachable face of CampWay during a group's stay

Check in regularly with group leaders throughout their time on-site

Collect feedback and open rebooking conversations before groups depart

Internal Coordination

Build and distribute group-specific run-of-show documents to the program, kitchen, and facilities teams

Coordinate with cross-functional departments to align group requirements with site capacity, staffing, and operational resources

Maintain CRM accuracy and contribute to ongoing refinement of booking systems

Post-Stay Follow-Up

Send feedback surveys and collect evaluations after each group's stay

Follow up for final invoices and document any post-departure notes

Track and encourage rebooking for future seasons

Flag patterns or recurring issues to the rental team for systems improvement

What Success Looks Like
Your groups arrive fully prepared, with every internal team knowing exactly what to expect. The run-of-show documents you produce are detailed enough that the ops, kitchen, and program teams rarely have to chase you down for information. Clients rebook. Your pipeline stays current. The rental calendar is full and the financial success of the business is in tact.

Schedule & On-Call Expectations
This role participates in a shared hosting rotation alongside your rental team peer. When it is your turn in the rotation, you are the face of camp for that group's entire stay, from the moment they arrive through their departure. You will greet the group, lead their orientation, check in with the group leader throughout the day, and be the person they call if something comes up.

Part of the rotation is overnight on-call coverage. When you are on call, you carry the camp's guest support line and are responsible for answering it and helping groups work through whatever comes up after hours. Most nights are quiet. Occasionally they are not. This could fall on a weekday or a weekend depending on the schedule.

The rotation is shared across the rental team so that no single person carries it disproportionately. Exact rotation structure and scheduling will be covered during onboarding. This is a real part of the job and we want anyone considering this role to go in with eyes open about what it involves.

Qualifications
Experience & Skills

2+ years of experience in hospitality, event coordination, group sales, or customer success

Strong written and verbal communicator with a consistent habit of following through

Takes pride in detailed planning and understands that strong preparation is what makes great experiences possible

Picks up new software quickly and keeps their own systems organized

Stays calm when things get busy and makes good decisions independently

Genuinely enjoys working with people and finds satisfaction in a well-hosted experience

Experience with HubSpot or a similar CRM is a plus

Connection to the outdoors, camp culture, or group programming is helpful but not required

Physical Requirements

Sit, stand, bend, kneel, and walk for extended periods

Lift and carry up to 50 pounds

Work in indoor/outdoor environments, including varying weather conditions

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

This position operates primarily in an outdoor camp environment with exposure to varying weather conditions, uneven terrain, noise, and dust. The role may require occasional evening, weekend, or on-call availability during peak programming or emergency situations

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