Description
Booking Manager (Full-Time, Year-Round)
Prescott, Arizona
Help Create Seamless, Meaningful Guest Experiences
At CampWay, we create intentional spaces where relationships grow and moments matter. Across our three locations in Prescott, we host thousands of guests each year—from school groups to retreats and multi-generational gatherings.
We’re looking for a Booking Manager who can take ownership of group bookings from first inquiry through final departure—and ensure every group experience is thoughtfully planned, well-organized, and flawlessly executed.
This is not just a sales role. Success here is defined by what happens after the booking is confirmed: the planning, coordination, and communication that make great experiences possible.
What You’ll Do
As Booking Manager, you are the central coordinator for your assigned groups—turning confirmed bookings into clear, actionable plans that our operations, kitchen, and program teams can execute with confidence.
Your work will include:
Group Booking & Sales Management
- Serve as the main point of contact from inquiry through departure
- Manage your booking pipeline in HubSpot and maintain accurate records
- Prepare estimates, contracts, invoices, and deposit collection
- Conduct site tours with professionalism and enthusiasm
- Respond promptly to inquiries and guide clients through the booking process
Planning & Pre-Arrival Coordination
- Build detailed run-of-show documents and master camp plans for each group
- Collect and organize all required group information (rosters, dietary needs, schedules, etc.)
- Lead planning calls and final confirmations with group leaders
- Ensure internal teams have complete, accurate information before arrival
- Participate in pre-arrival coordination meetings with staff
On-Site Hosting
- Welcome and orient arriving groups (students, retreat guests, wedding parties, etc.)
- Serve as the primary on-site host and point of contact during their stay
- Check in regularly with group leaders to ensure smooth experiences
- Support real-time problem-solving and guest needs as they arise
Internal Coordination & Systems
- Share detailed run-of-show documents with operations, kitchen, and program teams
- Coordinate across departments to align staffing, logistics, and site capacity
- Maintain CRM accuracy and improve booking systems over time
Post-Stay Follow-Up
- Collect guest feedback and evaluations
- Follow up on final billing and documentation
- Support rebooking and long-term client relationships
- Identify trends and opportunities for improvement
Schedule & On-Call Expectations
This role participates in a shared hosting rotation with the rental team.
When on rotation, you will:
- Greet and orient arriving groups
- Act as on-site host throughout their stay
- Check in with group leaders as needed
- Serve as the primary contact for guest support during the stay
You will also participate in overnight on-call coverage on a rotating basis, carrying the guest support line. Most nights are quiet, but availability is required for occasional after-hours needs. Weekday and weekend coverage will be part of the rotation schedule, which is shared equitably across the team.
What We’re Looking For
- 2+ years in hospitality, group sales, event coordination, or customer success
- Strong communicator with excellent follow-through and attention to detail
- Highly organized and confident managing multiple moving parts
- Comfortable working independently and making decisions in real time
- Calm under pressure and solution-oriented when challenges arise
- Experience with CRM tools (HubSpot preferred)
- Enjoys working with people and creating well-run experiences
- Connection to outdoor spaces or camp environments is a plus
Why CampWay?
We value team members who:
- Take ownership and follow through
- Stay calm and solve problems proactively
- Care deeply about details and guest experience
- Support cross-functional teams
- Take pride in creating meaningful, well-run programs
Ready to Apply?
If you’re someone who thrives in both planning and people-facing work—and you take pride in turning complex logistics into seamless experiences—we’d love to hear from you.
Apply today and help us create summers (and seasons) that run beautifully from start to finish. Email hr@gocampway.com
Requirements
What We’re Looking For
- 2+ years in hospitality, group sales, event coordination, or customer success
- Strong communicator with excellent follow-through and attention to detail
- Highly organized and confident managing multiple moving parts
- Comfortable working independently and making decisions in real time
- Calm under pressure and solution-oriented when challenges arise
- Experience with CRM tools (HubSpot preferred)
- Enjoys working with people and creating well-run experiences
- Connection to outdoor spaces or camp environments is a plus
