Sales and Service Coordinator: Camp Thunderbird

Under the supervision of the Sales & Service Manager and consistent with the Christian Mission of the YMCA, Sales & Services Coordinator will be responsible for the smooth operation of the YMCA Camp Thunderbird Sales & Service Center, which includes processing of registrations, answering phones, managing assigned business office functions while providing excellent customer service for the YMCA Camp Thunderbird customers, visitors and staff. This position will act as as the primary point of contact to facilitate and coordinate registration and payment processes for school year programming, in addition to supporting all year-round programming.  

ESSENTIAL FUNCTIONS:

1. Provide Sales & Service support and ensure excellent customer service when answering phones, greeting visitors and responding to emails
2. Manage high volume of calls, assisting with online registration, account questions, entering payments, transfers, additions, cancellations and Y Camp Life Portal assistance
3. Manage process for the implementation of school year booking process
4. Manage reconciliation of school year receipts, submitting journal entries for all school year programs
5. Manage accounts receivables for all school year programs through Camp Wise software.
6. Coordinate resolution of payment issues with Finance Manager
7. Problem solve and handle complaints to ensure a positive experience to retain and recover program participants
8. Provide timely and accurate reports as requested to the Sales & Services Manager, Program Directors and Leadership Staff team
9. Perform Registrar duties to audit and ensure accurate product set-ups for school year programs through Camp Wise & Personify
10. Collaborate with program directors to ensure timely and accurate program registration data
11. Prepare and process purchase orders and requisitions for goods, materials, inventory and supplies;
12. Draft, explain, and implement instructions, policies, and procedures for purchasing and contract management;
13. Manage and train seasonal sales team members;
14. Negotiate prices and contracts with suppliers; building and maintaining relationships with vendors;
15. Process outgoing mail and package shipments;
16. Manage and process Day Camp scholarship applications and the distribution of scholarship funds;
17. Provide support and problem resolution for program registration to staff;
18. Maintain sufficient knowledge of all information pertaining to YMCA Camp Thunderbird programs, camp store items and special events;
19. Prepare additional reports as requested by supervisor;

YMCA COMPETENCIES:

Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fund-raising.

Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and
perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view, and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.

Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to
another. Embraces new approaches and discovers ideas to create a better member experience.

Establishes goals, clarifies tasks, plans work and actively participates in meetings. Follows budgeting policies and procedures, and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.

Personal Growth: Pursues self-development that enhances job performance. Demonstrates an
openness to change, and seeks opportunities in the change process. Accurately assesses personal feelings, strengths and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

REQUIRED QUALIFICATIONS:

• Associate’s degree from 2-year college or technical school, OR minimum four years related experience.
• Minimum two years of business office experience.
• Ability to exercise independent decision making, working under only general instructions to accomplish work assignments.
• Interpersonal/relationship skills to enable person to build positive relationships with fellow staff and members.
• Proven organizational skills with keen attention to detail.
• Experience with a variety of computer technology, office machines and equipment.
• Excellent typing and data entry skills requiring high rate of accuracy.
• Ability to prioritize appropriately in handling multiple functions.
• Demonstrated ability to manage confidential information and to work with a diverse population of members, staff and volunteers utilizing high degree of tact and diplomacy.
• Ability to obtain and maintain all YMCA of Greater Charlotte trainings and certifications.

PREFERRED QUALIFICATIONS:

• Previous administrative support experience preferred.
• Knowledge of Personify, Camp Wise, or similar customer database systems.

PHYSICAL REQUIREMENTS:

• Ability to work irregular work hours, including evenings and weekends on occasion.
• Fluent in English, written and verbal communication.
• Ability to walk, stand, and sit (including on the floor) for long periods of time.
• Ability to stand or sit while maintaining alertness for several hours at a time.
• Position may require bending, leaning, kneeling, and walking.
• Ability to speak concisely and effectively communicate.
• Ability to view/enter data for long periods of time.