POSITION SUMMARY:

This position supports the work of the YMCA of the Rockies, which operates two mission-based family and group conference and retreat centers, serving more than 225,000 guests annually. The Sales Support Specialist position is primarily responsible for supporting the Group Sales Department and Central Reservation Office by directing guest inquiries and sales support related information for Estes Park Center and Snow Mountain Ranch.

OUR MISSION AND CULTURE:

We firmly believe in our mission of putting Christian principles into practice through programs, staff and facilities in an environment that builds healthy spirit, mind and body for all. YMCA of the Rockies staff are key players in helping cultivate an environment of healthy living, youth development, and community impact on our breathtaking properties outside Rocky Mountain National Park. This is a place where nature inspires and staff lead with heart. We are committed to being welcoming to all people and to making a difference in the lives of our members, guests and staff. The work each staff member does matters. We count on our staff to provide extraordinary mission-based experiences for our guests and for each other.

ESSENTIAL FUNCTIONS:

• Welcome and assist guests seeking accommodations, in person or over the phone, by actively listening to their needs and connecting them to the most appropriate department or service for a seamless booking experience.
• Support the group and individual reservation booking process by handling administrative tasks such as recording deposits, managing purchase orders, and maintaining accurate documentation.
• Monitor and update group booking statuses, ensuring all changes are accurately reflected in confirmation log for transparency and operational alignment.
• Manage and prioritize Group Sales and Central Reservation Office waitlists, ensuring timely communication and exceptional service to potential groups.
• Generate and maintain Group Sales reports, including but not limited to the Past Due Contracts Reports and Group Sales Call Log, to support sales tracking and performance metrics.
• Generate and review Central Reservation Office reports, including but not limited to Booking and Arrival Reports, Special Requests Reports, and Deposits Due Reports.
• Manage and upload group reservation details, including individual reservation codes and stay dates, into a centralized spreadsheet for coordination with the Central Reservations Office.
• Manage and distribute incoming guest survey responses, ensuring timely follow-up by forwarding them to the appropriate departments.
• Utilize strong working knowledge of Delphi, HotelKey, Microsoft Office Suite (including Excel), and future CRM applications to support daily operations and guest service functions.
• Manage YMCA fleet of association office vehicles, ensuring timely returns, proper usage, and that all vehicles are in optimal condition.
• Maintain up-to-date knowledge of Estes Park Center and Snow Mountain Ranch inventory, accommodations, and conference capabilities to accurately inform and assist guests and group inquiries.
• Provide clerical support for Group Sales and Central Reservations Office, including mailing, data entry, file maintenance, report cross checking, and other tasks as assigned to support team operations.
• Ensuring cleanliness and organization of the office building, particularly the sales area, by maintaining a tidy workspace and collaborating with coworkers to manage supply orders and purchasing needs.
• Provide general and reservation information to guests via telephone, in person and through email communication.
• Operate standard office equipment, including telephone, computers, copiers and scanners, to support daily administrative tasks.
• Demonstrate the physical and mental stamina required to perform effectively within the described work environment.

REQUIREMENTS/QUALIFICATIONS:

• Prefer strong working knowledge of lodging industry concepts and practices.
• Excellent verbal and written communication skills in English.
• Demonstrate strong organizational skills to manage large volumes of information accurately, with keen attention to detail.
• Commitment to supporting and modeling the Association service principles and service standards.
• Strong math skills coupled with effective organizational abilities.

GENERAL YMCA OF THE ROCKIES REQUIREMENTS:

• Uphold and reflect the YMCA core values of Caring, Honesty, Respect, Responsibility and Faith in all functions.
• Uphold the YMCA of the Rockies Mission, policies, and programs.
• Possess and demonstrate excellent customer service skills; for example, friendly, personable, helpful, patient, and professional.
• Support the YMCA of the Rockies safety program. Promote safe work practices and a safe environment for guests, members, and staff.
• Promote a cooperative, positive, and flexible atmosphere while working with others in a diverse community.
• Attend required abuse risk management training and report suspicious or inappropriate behaviors and policy violations.
• Commitment to diversity, equity, inclusion and antiracism is required.
• Must meet acceptable criminal background check standards.
• All other duties as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to manage multiple tasks and priorities simultaneously.
• Ability to work effectively under deadline pressure in a mentally demanding environment.
• Ability to sit or stand for extended periods of time while on the phone or working at a computer workstation.
• Must be able to travel between centers as required by demands of position.

COMPENSATION PACKAGE & EMPLOYEE PERKS:

• Health, dental, and life insurance
• Generous PTO/Vacation
• Participation in YMCA Retirement Fund (an additional 12% contribution by YMCA after 2 years employment)
• Employer owned rental housing may be available nearby - Contact Human Resources for more information
• YMCA of the Rockies membership
• Discounted childcare, summer day camp, and summer overnight camp
• Discounted nights at YMCA of the Rockies lodges for friends & family
• Ski passes to nearby resorts
• Free or discounted gear rentals for outdoor adventures
• View all YMCA of the Rockies employee perks by visitinghere