Registrar of Resort Programs (Full-Time, Maternity Leave Contract)
Company Mission
Muskoka Woods is a Christian youth development organization that welcomes everyone to an experience for a lifetime. We are located on the shores of beautiful Lake Rosseau and specialize in summer camp, school trips, group retreats and leadership development for all ages. We exist to inspire youth to shape their world.
Job Purpose
The Registrar of Resort Programs plays a key role in delivering exceptional guest experiences by coordinating and managing all aspects of group bookings at Muskoka Woods. This position oversees the booking calendar, accommodation scheduling, contracts, and payments to ensure operational excellence and maximum resort utilization.
The Registrar serves as the main point of contact for guest groups—building positive relationships, ensuring seamless communication, and resolving issues proactively. This role also contributes to financial reporting and supports the broader mission of Muskoka Woods by helping create meaningful, life-changing experiences for every guest.
Key Areas of Responsibility
Bookings Management and Sales
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- Communicate program offerings, availability, and pricing clearly and effectively.
- Manage the group booking calendar to maximize resort use and operational efficiency.
- Schedule accommodations and ensure all guest group and departmental deadlines are met.
- Prepare, send, and manage group contracts.
- Collaborate with the Guest Services Coordinator to plan the annual Schools & Retreats schedule.
- Collect and process deposits and final payments from all groups.
- Offer continued assistance to guest groups before arrival to support a seamless on-property experience.
- Conduct cold calls and outreach to clients from previous years who have not booked recently, with the goal of re-engaging them.
- Collaborate on creating and executing effective sales strategies to increase bookings, retention, and overall revenue.
- Assist in developing pricing structures, new add-on offerings, and promotional packages to strengthen market competitiveness.
- Manage and communicate with outside sales-support contractors, ensuring alignment with company goals and consistent quality of representation.
Customer Relationship & Engagement
- Build and maintain strong, positive relationships with Muskoka Woods guests.
- Develop and implement an active relationship management strategy for customer groups.
- Proactively identify and resolve guest group issues in collaboration with internal teams.
- Personally maintain relationships with top customers to ensure satisfaction and loyalty.
- Support the implementation of Muskoka Woods’ broader engagement strategy with customers, alumni, and donors.
- Maintain accurate and up-to-date customer relationship management records.
Financial Reporting
- Complete and report monthly financials accurately and on time.
- Track and update financial projections regularly.
- Prepare reports as requested.
- Assist with bi-annual audits.
Other Responsibilities
- Participate in departmental and corporate meetings as required.
- Attend Muskoka Woods corporate events, including Town Hall, The Arboretum, and the annual Staff Retreat.
- Pursue ongoing personal and professional development opportunities.
Location
Combination of onsite (Rosseau, ON) and work-from home
Reports to
Sr. Customer Service and Registration Manager
Qualifications & Experience
- University or College degree in a related field, or equivalent combination of education and experience.
- 1–3 years of experience in customer service, office administration, or guest relations.
- Willingness to work on-site at the Resort office in Rosseau, ON.
Skills & Abilities
- Desire to contribute to a non-profit, mission-driven organization.
- Passion for youth development, leadership, and outdoor recreation.
- Personal values that align with Muskoka Woods’ Core Values and Core Leaves.
- Proven ability in administration, organization, and planning.
- Strong problem-solving and logistical coordination skills.
- Excellent interpersonal and communication abilities (both written and verbal).
- Capacity to manage multiple priorities in a fast-paced, interruptive environment.
- High energy, positive attitude, and a proactive approach to teamwork.
- Strong attention to detail and follow-through.
Essential Functions Required
- Ability to sit, talk, hear, see, and use hands/fingers to operate a computer and phone.
- Ability to remain seated at a computer for extended periods.
Salary Range
$38,000 to $43,000 per year
*Please note: Muskoka Woods is committed to fostering an inclusive workplace where all employees are treated with respect and dignity, and are provided with equal opportunity for success. MW encourages all qualified candidates to apply. If you require accommodations to participate in the hiring process, please inform us by calling 705-732-4373 or by email at iwanttowork@muskokawoods.com. All inquiries will be handled with strict confidence.