Property Reservation Specialist

4 weeks ago

Seattle, United States Girl Scouts of Western Washington Full time

Job Type

Full-time

Description

The Property Reservation Specialist at Girl Scouts of Western Washington serves as the subject matter expert for managing and processing all property reservation requests. This role involves maintaining the property reservation database, providing exceptional customer service, and collaborating with various departments to market our properties effectively. This position is responsible for ensuring accurate and timely handling of reservations, confirmations, and related documentation, contributing to the smooth operation of our property reservation system, as well as assisting the Business Services Manager with office supervision responsibilities as necessary.

This is a regular, full-time (40 hours per week), non-exempt role with the requirement of residency in Washington State, preferably within the communities it serves. This is a hybrid position, based out of our Tacoma location. While the full pay range for this position is $23.58 to $27.74 per hour based on tenure with GSSW, this position will start at $23.58 per hour for purposes of internal pay equity.

Girl Scouts of Western Washington offers an excellent work environment, meaningful mission-driven work and a competitive benefits package that includes employer-paid options for medical, dental, life/AD&D for employees. Additionally, access is available for our 403(b) retirement plan, as well as voluntary benefits that include vision insurance and flexible spending accounts. Our generous paid leave plan includes three weeks of vacation to start, sick leave, paid holidays, paid time off for personal development and volunteerism, AND nearly two weeks of paid leave for our winter break

Girl Scouts of Western Washington values diversity, equity, and inclusion and we foster a welcoming, inclusive work environment. We are an equal opportunity employer, and we do not discriminate based on race, color, religion, age, national origin, gender, veteran status, sexual orientation (heterosexuality, homosexuality, bisexuality, and gender expression of identity), marital status, or the presence of any physical, sensory, or mental disability, or any other protected classification under applicable laws.

Requirements

Essential Duties and Responsibilities:

  • Manages and maintains the Property Reservation Database for council and non-council sponsored events during peak and non-peak seasons.
  • Processes property reservation requests, customer questions for all Girl Scout Troops, Community Guest, and any Council requests in a timely and efficient manner.
  • Responsible for invoicing in adherence with all rental-related business processes.
  • Collects and analyzes statistical information for assigned programs, participates in outcome- based evaluations, and develops reports as required. This includes but is not limited to camp attendance stats from all sites.
  • Manages and runs the service unit encamporee lottery process.
  • Ensure that confirmation packets, property information packets, and other documents are up to date.
  • Provides updated confirmation packets to guests within a timely manner.
  • Performs data entry tasks with a high level of accuracy to process reservations, confirmations, cancellations, contract creation, managing waitlists, invoicing, and issuing refunds.
  • Provide excellent customer service while answering phone calls and emails from our members and staff regarding property reservation processes and availability and log all calls in Salesforce.
  • Provides prompt, accurate answers to customer inquiries utilizing our Customer Relationship Management system (CRM) - Salesforce.
  • Provides administrative, calendaring & helpdesk support for the Property Reservations System, including pulling and revising reports as requested. Manages and updates position-relevant knowledge articles in Salesforce.
  • In coordination with GSWW departments, helps resource and coordinate scheduling of activity staff for upcoming program area reservations.
  • Attends community and GSWW events to advertise property availability and usage.
  • At the direction of the Business Services Manager, ensures all customer-related documentation related to site reservation is kept up to date and accurate.
  • Coordinates with Marketing to ensure appropriate website updates are made and maintained. Works closely with Community Development, Volunteer Experience, and Marketing to develop and update materials. Collaborates with Customer Care to ensure customer satisfaction. Assists other team members as needed.
  • Assists with responsibilities related to office supervision as requested by Business Services Manager. This includes tasks such as providing coverage at GSWW offices as part of an on-call rotation and assisting Office Supervisors with rentals through the Equipment Depot.
This is a general description of the essential responsibilities of the position and is not inclusive of all job duties; other associated duties maybe be assigned.

Knowledge, Skills and Abilities:
  • Commitment to fostering environments that prioritize diversity, equity, inclusion, racial justice and belonging
  • Strong alignment with Girl Scouts of Western Washington's mission and vision
  • Demonstrated ability to multi-task, prioritize, work independently, take initiative, and maintain confidentiality
  • Excellent interpersonal and customer service skills to ensure effective interactions with individuals at all levels and backgrounds across a wide geographic area
  • Ability to compose original correspondence and format business letters.
  • Ability to manage multiple tasks and document all customer interactions utilizing a Customer Relationship Manager system.
  • Available and willing to work flexible hours as necessary, which may occasionally include evening, weekend, and overnight coverage.
  • Skilled in Outlook, Word, Excel and Access or similar database programs, including running basic queries, with the ability to learn and utilize new technology and computer systems.
  • Strong organizational skills and attention to detail
Supervisory Responsibilities:

This position has no supervisory responsibilities

Education and Experience Required:
  • High School Diploma or Equivalent
  • Minimum of one year experience with a high volume of in-depth customer service calls
  • Minimum of one year office experience in a clerical or administrative support role
  • Minimum of one year experience with a reservation or booking system
  • Minimum of one year experience in marketing and/or sales
Preferred Skills and Experience:
  • Knowledge of Girl Scouts or other camp operations
  • Bilingual English/Spanish preferred
Other Qualifications:
  • Valid Washington State driver's license, vehicle in working condition, proof of insurance, and/or the ability to fulfill travel requirements throughout Western Washington on an as needed basis.
  • Satisfactory results from criminal background search
  • Willingness to maintain membership in Girl Scouts of the United States of America


Salary Description

$23.58 to $27.74

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