Program Sales Coordinator

JOB SUMMARY

To serve the Lord by advancing Forest Home’s mission through strategic sales leadership, proactive relationship building, and exceptional guest hospitality. The Program Sales Coordinator plays a critical role in driving attendance, revenue growth, and long-term ministry partnerships across Family Camp, Youth Camp, and Children’s Camp.

This position is responsible for both inbound and outbound sales, guiding churches and families through the full booking process—from first inquiry to confirmed reservation, rebooking, and long-term retention. Through strong communication, proactive follow-up, this role helps create transformational camp experiences that lead people closer to Jesus.

The Program Sales Coordinator serves as a primary point of contact for church partners and families, balancing sales performance with ministry-minded relationship care. This role requires ownership of lead conversion, rebooking strategy, scholarship stewardship, CRM management, pipeline reporting, and cross-department collaboration to ensure a seamless guest experience and strong year-over-year growth.

Working under the direction of the Senior Director of Sales & Marketing, this role is expected to:

• Drive attendance growth through proactive inbound and outbound sales efforts across all Forest Home programs
• Build and maintain strong relationships with churches, families, and ministry partners to increase retention and long-term engagement
• Lead rebooking efforts for returning groups and families, ensuring strong year-over-year retention and partnership development
• Manage the full sales pipeline, including lead qualification, follow-up cadence, contract execution, CRM documentation, and reporting
• Navigate pricing, scholarship, and discount conversations with confidence, hospitality, and financial stewardship
• Collaborate across departments to improve booking systems, guest experience, and operational efficiency
• Reflect Forest Home’s mission, values, and Christ-centered culture in every guest interaction and internal partnership

This is a full-time position based in Southern California. Weekly travel to Forest Home in Forest Falls is required, along with travel throughout Southern California, including Orange County, San Diego County, Los Angeles County, as well as Arizona and Nevada.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Primary Sales Focus

• Inquiry Conversion: Convert incoming phone calls, emails, and online form submissions into confirmed bookings through clear, persuasive, and hospitable communication
• Relationship Development: Build rapport with prospective churches and families to understand their needs, preferences, and concerns to recommend appropriate events, lodging, and experience
• Cultivate relationships: Serve as the primary point of contact for church partners for Youth and Children’s programs and Family Camp
• Revenue Growth: Meet or exceed monthly and seasonal sales goals through attendance growth
• Booking Ownership: Manage each church and family through the full booking process from inquiry through confirmed reservation
• Re-engage past church prospects and Family Camp attendees: Proactively reach out to previous Family Camp families as well as past Youth and Children’s Camp churches to strengthen engagement and retention across all ministry areas.
• Leads the process of acquiring Forest Home Program contracts
• Initiates and participates in daily outbound phone calls and face-to-face appointments to secure new contracts and maintain existing contracts
• Manages the development of new partnerships via team prospecting of past customers, cross-selling, targeted lists, referrals, networking opportunities, conferences, donors & board members
• Provides camp tours for church partners as needed

Performance Metrics & Accountability

The Program Sales Coordinator is responsible for measurable contribution to attendance and revenue growth. Performance will be evaluated based on the following standards:

• Achieve and sustain monthly inquiry-to-booked conversion rates across all lead sources (interest forms, calls, emails, and other inbound inquiries)
• Track and review weekly conversion performance with leadership
• Play a direct role in achieving annual and monthly attendance goals through measurable conversion and rebooking performance

Required Sales Activity Standards

• Complete a minimum number of outbound calls and outbound emails/SMS touchpoints per business day, prioritizing qualified leads and active pipeline opportunities
• Respond to all new inquiries within 24 hours
• Maintain structured follow-up cadence (minimum 3–5 touch points per qualified lead)
• Proactively call and re-engage past attendees who have not yet rebooked

Hospitality & Call Experience Standards

• Communicate with warmth, joy, and genuine enthusiasm in every phone and email interaction
• Create an experience where churches and families feel welcomed, valued, and excited about attending camp
• Demonstrate energy and positive tone on calls, even during pricing or logistical discussions
• Avoid rushed, dismissive, or transactional communication
• Reflect Forest Home’s ministry values through kindness, attentiveness, and solution-oriented responses

Objection Handling & Revenue Stewardship

• Demonstrate confidence in pricing conversations and value articulation
• Navigate scholarship and discount discussions with stewardship mindset
• Avoid prematurely offering financial assistance without exploring full-pay opportunities

Retention & Reactivation Ownership

• Conduct proactive outreach to prior-year churches and families who have not rebooked
• Identify patterns among non-returners and provide feedback to leadership
• Develop personalized follow-up strategies to increase multi-year participation

Post Booking Support

• Reservation Changes: Assist families with cabin upgrades, week changes, add ons, and special requests
• Problem Resolution: Coordinate internally to resolve booking and housing issues efficiently
• Rebooking Strategy: Actively guide families toward future Family Camp registrations and long-term participation

Customer Relationship Management

• Follow up Excellence: Maintain structured and consistent follow up schedules to encourage conversion of incomplete or pending bookings
• Communication Standards: Provide timely, professional, and hospitable communication that reflects Forest Home’s ministry values
• Retention Strategy: Proactively contact previous churches and Family Camp attendees to strengthen ongoing engagement and drive rebooking
• CRM Documentation: Log all calls, emails, and communications in the CRM to ensure accurate tracking and effective follow through

Scholarships and Discounts

• Scholarship Processing: Review and apply scholarship requests according to established policies
• Financial Stewardship: Balance empathy for churches and families with responsible allocation of scholarship funds
• Discount Application: Apply approved discounts accurately and consistently
• Reporting: Track scholarship usage and discount application for leadership review

Pipeline and Lead Quality Management

• Lead Prioritization: Identify higher quality leads and apply targeted follow up strategies
• Pipeline Tracking: Move families through defined deal stages in the CRM
• Objection Handling: Identify common objections and barriers to booking and adjust communication strategies accordingly

Systems and Data Management

• Spreadsheet Management: Maintain organized spreadsheets related to inquiries, bookings, scholarships, and rebooking
• Data Accuracy: Ensure alignment between CRM, reservation systems, and internal reports
• Forecasting Support: Assist leadership with booking projections and pipeline reporting

Training and Professional Development

• Call Review: Participate in call reviews with the Senior Director of Sales and Marketing
• Skill Development: Implement coaching feedback to improve sales performance and hospitality
• Process Improvement: Contribute ideas for improving booking systems and workflows

Cross Department Collaboration

• Reservations Coordination: Work closely with the Sales and Reservations Specialist to ensure smooth handoff from booking to arrival
• Seasonal Support Coordination: Help organize summer support staff and booking workflows

QUALIFICATIONS:

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

Faith & Character

• Support Forest Home's mission and values
• Signed statement of faith
• Ability to pray for others both in-person and on the phone
• Participate in staff spiritual activities
• Christ-like attitude and servant heart

Education and/or Experience

• Bachelor’s degree
• Demonstrated success in sales and communications
• Ability to interact professionally with church leaders and families
• Self-starter, energetic, empathetic, and enthusiastic professional
• History of building strong relationships with a variety of individuals

Professional Skills

• Excellent communication (written, verbal, and phone)
• Operate as a self-starter who takes initiative
• Independently organize workload, follow-up schedules, and booking priorities
• Identify gaps in workflow or communication and proactively implement improvements
• Demonstrate personal accountability for results
• Maintain structured task management and booking systems
• Keep spreadsheets, CRM records, and internal reports organized and up to date
• Develop improved processes to streamline follow-up, rebooking, and scholarship tracking
• Think critically about efficiency and suggest system enhancements
• Strong working knowledge of CRM systems (HubSpot or similar)
• Proficiency in Excel (formulas, sorting/filtering, basic reporting)
• Comfortable learning and implementing new software tools
• Detail-oriented with good organizational skills
• Ability to multitask in a fast-paced environment

Work Style

• Professional appearance and attitude
• Self-motivated and flexible
• Strong teamwork abilities
• Excellent customer service skills
• Flexibility and willingness to perform a variety of tasks

Availability

• Regular, timely attendance
• Flexible schedule including weekends
• Availability to be on-site during select summer Family Camp weeks as determined by leadership

Interpersonal

• Ability to relate to all types of individuals in a gracious manner
• Gracious manner and integrity
• Ability to streamline processes

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential functions.

While performing the duties of this job the employee is regularly required to stand, walk, and sit. Requires mild physical work; some lifting, pushing, or pulling of objects over 20 pounds. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person.

Reasonable efforts are made to accommodate disabilities. This job description will be reviewed periodically as duties and responsibilities change with business necessity.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work involves moderate exposure to unusual elements such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors. The noise level in the work environment is usually moderate but can be loud at times.

FOREST HOME EMPLOYMENT STATEMENT: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. All terms and conditions of employment, duties, and responsibilities are subject to the Forest Home Employee Handbook.

FOREST HOME CORE VALUES

Surrender to Christ (Romans 12:1-2)

• Abide with the Lord daily through study of His Word and prayer
• Surrender to the Lord daily through obedience to His Word
• Worship the Lord with the Forest Home Community
• Commit to grow in your faith through regular attendance at a local church
• Prioritize God, Family, and Work appropriately
• Be prepared to share your testimony with staff or guests.
• Walk in Biblical purity (1 Timothy 4:12) by rejecting one’s sinful nature

Love (I Corinthians 13)

• Display the fruit of the Spirit: love, joy, peace, patience, kindness, goodness, faithfulness, gentleness, self-control (Galatians 5:22)
• Be respectful to others
• Demonstrate compassion

Serve (Philippians 2:3-11)

• Give generously to God and others through time, talent and treasure
• Seek to put others’ needs above your own
• Demonstrate humility in both spirit and deed
• Actively look for ways to serve

Walk in Integrity (Titus 2:11-12, Proverbs 4:23-27)

• Show loyalty to others, even when they are not present
• Do the right thing, even when others are not present
• Extend trust and seek to believe the best in others
• Ask for forgiveness quickly when necessary
• Be truthful and transparent with others

Strive for Excellence (Colossians 3:23-24)

• Demonstrate accountability with time and resources
• Request and receive training
• Desire to improve, and challenge others to do the same
• Commit to exceeding guest expectations
• Refuse mediocrity

Engage in Community (I Thessalonians 5:11-13)

• Seek first to understand before being understood
• Communicate clearly, empathetically and respectfully
• Work through conflict Biblically (Matthew 18-15-17)
• Participate in intentional and purposeful community activities
• Partner with teammates for the goal of unity and team effectiveness
• Play and appreciate “campy” fun
• Faithfully pray for one another

Innovate (Ephesians 3:20-21)

• Dream Big
• Proactively seek solutions
• Think outside the box
• Dream, plan and execute new ideas
• Acknowledge and trust that all things are possible through Jesus Christ our Lord (Matthew 19:26)