Westminster Woods seeks a dynamic and detailed oriented Logistics Coordinator to oversee the multiple components required to plan for and host over 200 schools annually. The four main components that the Logistics Coordinator oversees include (1) scheduling, (2) developing itineraries, (3) working with SP Staff, and (4) collaborating with departments within Westminster Woods.

Essential Responsibilities:

1. Scheduling Schools

- Serve as the primary contact for schools, teachers, and parents
- Book and reserve programs utilizing CampBrain software
- Hold all School Program contracts and support Administration Department throughout invoice process
- Assist in developing and carrying out strategies to recruit new bookings and upsell existing bookings
- Maintain accurate and current data within Excel as well as other programs
- Record metrics for School Programs database

2. Developing Itineraries

- Send out and collect all required forms and documents
- Communicate with lead teachers for each program
- Develop and maintain unique program schedules for each school group
- Act as an event coordinator to oversee all elements of planning including arranging dates, food, lodging and staffing

3. Working with School Programs Staff

- Create work schedule for Teacher Naturalists 
- Attend weekly School Program department meeting to review schedule and facilitate sign-ups
- Collaborate with Director of School Programs and School Programs - Coordinators on special projects in support of School Programs
- Assist  Director of School Programs with development of the School Programs budget

4. Collaborating with other Departments

- Act as the point person for School Programs to collaborate and communicate with support departments (Kitchen, Housekeeping, Buildings and Grounds, and Aquatics)
- Create weekly work orders
- Update reservation files as needed

Qualifications:

To perform this job successfully, an individual must be able to perform each essential responsibility listed above. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

We are looking for an individual who…

- cares for others, possesses strong interpersonal skills, has a high degree of emotional intelligence and can build enduring relationships
- is a professional and effective communicator with strong writing and speaking skills
- thrives in a fast paced and dynamic environment
- has the ability to triage and manage multiple demands
- is highly detailed oriented and accurate
- is a creative and innovative problem solver
- works well within a team environment
- is committed to continual learning and development and someone - - who is open to giving and receiving feedback
- will continue to streamline the Logistics Coordinator position
- demonstrates a commitment to inclusivity and diversity
- is passionate about the work being done within School Programs and can support the larger organization

Requirements:

- Two years professional experience
- Bachelor's degree or equivalent experience
- Proficient in Google Docs and Sheets, Microsoft Word and Excel.

Desirable qualifications:

- Experience within the environmental education, camp, or non-profit world
- Experience with CampBrain or equivalent reservations database
- Sales or customer service experience
- Spanish speaker