Administrative Assistant chez Forest Home

Job Summary 

This position drives operational excellence for Sales and Reservations through exceptional communication, organization, and customer service skills. The successful candidate will facilitate outstanding customer experiences by providing comprehensive administrative support throughout the entire guest and group customer lifecycle, from initial inquiry through post-visit follow-up. 

Essential Responsibilities 

Reservation Administration & Processing

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  Payment Processing: Manage deposit and balance payments for group reservations, maintaining consistent communication schedules between customers and Sales & Reservations staff 
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  Customer Service Support: Assist sales and reservation teams in servicing church partners and groups by responding to inquiries, providing detailed information on available dates, accommodations, amenities, and gathering required documentation 
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  Data Management: Collect, input, and maintain accurate reservation records, ensuring all customer details are current, complete, and properly documented 
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  System Management: Utilize reservation systems, CRM platforms, and project tracking software to facilitate seamless communication, maintain comprehensive records, and ensure accurate financial processing 
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  Documentation Processing: Handle various administrative paperwork including medical forms, voluntary disclosure forms, applications, liability releases, and other required documentation 
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  Project Coordination: Maintain event checklists and project updates to ensure optimal preparedness and alignment with departmental objectives 
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  Internal Reservations: Process reservations for staff, vendors, and ministry partners 
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  Contract Administration: Manage contract processing, digital filing systems, and accounts receivable functions 
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  Event Logistics: Create church rosters, coordinate key distribution for events, and manage guest packet procurement and organization 
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  Guest Services Preparation: Assemble comprehensive check-in packets including printed materials, name tags, room keys, wristbands, and department-specific materials 

 Communication & Coordination

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  Cross-Departmental Collaboration: Partner with internal teams to advocate for guest needs and ensure delivery of exceptional service experiences 
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  Process Improvement: Identify, prioritize, and implement enhancements to reservation communications and processing workflows to maximize operational efficiency 
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  Customer Relations: Serve as a key point of contact for customers throughout the reservation process, maintaining professional and helpful communication 

 Operational Support & Special Events

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  Seasonal Check-in Support: Provide on-site assistance for group and individual registrant check-ins during various events and retreats (Winter events typically require Friday availability; Summer events primarily Sunday check-ins with some variation) 
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  Administrative Flexibility: Perform additional duties as assigned to support Sales & Reservations Department leadership and organizational objectives 
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  Schedule Adaptability: Maintain consistent, punctual attendance with flexibility to work varied schedules including weekends, particularly during peak winter and summer ministry seasons 

Required Qualifications 

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  High school diploma or equivalent required; associate degree preferred 
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  Minimum 2 years administrative or customer service experience 
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  Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) 
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  Experience with CRM systems and reservation management software preferred 
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  Excellent written and verbal communication skills 
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  Strong organizational abilities with keen attention to detail 
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  Ability to manage multiple priorities in a fast-paced environment 
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  Customer service orientation with problem-solving capabilities 

Preferred Qualifications 

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  Previous experience in hospitality, event planning, or ministry environments 
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  Familiarity with church and group retreat operations 
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  Experience with financial processing and accounts receivable 
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  Bilingual capabilities (specify languages based on your clientele) 

Working Conditions 

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  Office environment with occasional outdoor/event site work 
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  Weekend and evening hours required during peak seasons 
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  Physical ability to lift up to 25 pounds for event material preparation 
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  Reliable transportation for potential off-site event support 

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential functions. 

While performing the duties of this job the employee is regularly required to stand, walk, and sit. Requires mild physical work; some lifting, pushing, or pulling of objects over 20 pounds. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person and via various communication technologies. 

WORK ENVIRONMENT: 

Work involves moderate exposure to unusual elements such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors. The noise level in the work environment is usually moderate but can be loud at times, particularly during family and youth programming periods. 

FOREST HOME EMPLOYMENT STATEMENT: 

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. All terms and conditions of employment, duties, and responsibilities are subject to the Forest Home Employee Handbook. 

FOREST HOME CORE VALUES 

Surrender to Christ (Romans 12:1-2) 

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  Abide with the Lord daily through study of His Word and prayer 
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  Surrender to the Lord daily through obedience to His Word 
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  Worship the Lord with the Forest Home Community 
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  Commit to grow in your faith through regular attendance at a local church 
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  Prioritize God, Family, and Work appropriately 
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  Be prepared to share your testimony with staff or guests 
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  Walk in Biblical purity (1 Timothy 4:12) by rejecting one's sinful nature 

Love (1 Corinthians 13) 

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  Display the fruit of the Spirit: love, joy, peace, patience, kindness, goodness, faithfulness, gentleness, self-control (Galatians 5:22) 
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  Be respectful to others 
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  Demonstrate compassion 

Serve (Philippians 2:3-11) 

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  Give generously to God and others through time, talent and treasure 
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  Seek to put others' needs above your own 
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  Demonstrate humility in both spirit and deed 
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  Actively look for ways to serve 

Walk in Integrity (Titus 2:11-12, Proverbs 4:23-27) 

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  Show loyalty to others, even when they are not present 
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  Do the right thing, even when others are not present 
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  Extend trust and seek to believe the best in others 
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  Ask for forgiveness quickly when necessary 
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  Be truthful and transparent with others 

Strive for Excellence (Colossians 3:23-24) 

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  Demonstrate accountability with time and resources 
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  Request and receive training 
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  Desire to improve, and challenge others to do the same 
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  Commit to exceeding guest expectations 
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  Refuse mediocrity 

Engage in Community (1 Thessalonians 5:11-13) 

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  Seek first to understand before being understood 
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  Communicate clearly, empathetically and respectfully 
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  Work through conflict Biblically (Matthew 18:15-17) 
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  Participate in intentional and purposeful community activities 
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  Partner with teammates for the goal of unity and team effectiveness 
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  Play and appreciate "campy" fun 
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  Faithfully pray for one another 

Innovate (Ephesians 3:20-21) 

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  Dream Big 
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  Proactively seek solutions 
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  Think outside the box 
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  Dream, plan and execute new ideas 
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  Acknowledge and trust that all things are possible through Jesus Christ our Lord (Matthew 19:26)