Bookings Coordinator

Job Description

Join Our Team and Make a Meaningful Impact: Enrich Lives with Our Nonprofit Organization!

Are you passionate about making a tangible difference in the world? Rocky Mountain Adaptive (RMA) is a not-for-profit organization whose mission is to enable individuals living with physical, sensory, and neurodivergent challenges to participate, learn and excel in mountain sport and recreational activities in the Canadian Rockies. As a multi-sport, year-round organization who provides access to mountain sport and recreation, RMA offers adaptive sports equipment, specialized instructors, trained volunteers and unique training opportunities. Activities include biking, canoeing, hiking, kayaking, skiing, snowboarding, swimming, and much more! We are driven by our commitment to becoming the ‘go-to’ organization for accessible outdoor mountain experiences, and are dedicated to turning our vision into reality.

Start Date: As soon as possible
Term: Full Time Permanent
Timescale: 40 hours per week
Location: Canmore, Alberta (60% in-person required, work-from-home available)
Working Conditions: Shared office environment
Wage: $48,000 – $51,000 annual salary (commensurate on certifications and experience)
Report to: Operations Manager

Position Overview

The Bookings Coordinator will function as the primary point of contact between RMA and our community of program users, through the management of lessons and activities in our booking software system. This role will liaise with participants regarding all stages of their booking, manage all participant billing and paperwork, and liaise with partner organizations or external facilities about booking details and logistics. This role will also be responsible for system management and registration set up, as well as assisting with regular program reporting and pricing analysis. The person in this role should be a strong communicator and team player, with an exceptional eye for detail and logistics, and will work regularly with the other members of the programming administration team.

Roles & Responsibilities

Manage lessons and activities in booking software system
– Confirm new bookings, and receipt of all required paperwork and information
– Facilitate billing and invoicing to participants
– Manage participant paperwork

Communicate with participants on booking details – answer questions and provide information through email, phone calls, and booking system direct communication.

Coordinate booking logistics, with other programming administration team members
– Confirm activity needs with other team members (staffing, volunteer support, equipment and transportation needs, location considerations)
– Liaise with partner organizations, external facilities, and/or programming locations about participant details and activity logistics.

Execute medium to long term program planning, with other programming administration team members
– Coordinate special group bookings and camps, including pre-planning of activity needs with other team members (staffing, volunteer support, equipment and transportation needs, location considerations)
– Use data analytics to assist Operations Manager with seasonal program pricing analysis

Manage booking software system, including back-end set up for seasonal registrations

Use data management to facilitate regular reporting
– Assist the Operations Manager in creating monthly, quarterly, and annual reports on all programming activities, through booking system and Excel (using pivot tables)
– Provide programming activity and participant data to other staff as needed (for website, newsletters, grant applications, reports to funders, and more)

Assist with general administrative tasks, and monitor RMA’s general info phone