Camps & Birthdays Admin Coordinator

We are seeking an extremely detail-oriented and organized FULL-TIME Camps Admin Coordinator to support the administrative operations of our youth enrichment sports and education camps in New York (EST Time zone). This role is not project work; we are looking for a long-term tea ---------- mber to join our team.
This role requires strong attention to accuracy, excellent communication skills, and the ability to manage multiple systems and processes efficiently along with very complex account reconciliations. You have to be comfortable and confident to take the lead and take initiative.

We are looking for individuals who can commit to a full-time (30-40 hours+), long-term role in Eastern Standard time, working weekdays. (Exact daily schedule is subject to change seasonally at high enrollment seasons; flexibility is very important.)

The Camps Admin is responsible for supporting all camp operations and plays a key role by ensuring all Backup Care reservations are accounted for, maintaining communication with all camper families, and confirming that registrations comply with company and Department of Health policies and guidelines for campers.

Please apply with a cover letter explaining why you are a good fit for this role (Please do not prepare your cover letter at AI, it has to be with your own words), examples of tasks you performed aligned with the job description, and the rate you request, within the range we provided. Please attach your full resume. Please be prepared to provide your references from your previous supervisors.

KEY RESPONSIBILITIES:
Back Up Care Provider Reservation Process Management:
- List all incoming backup care camp reservations on the drop-in sheet, and send registration invitations to families/parents for each reservation via the Admin software.
-Mark cancelled reservations on the Back-Up Care drop-in sheet and cancel corresponding invitations on the Admin software so they are removed from the roster.
- Follow up with families who have not accepted their invitations before each camp day.
- Cancel invitations on the Admin software if the child did not attend or accept the invitation; edit and adjust invitations if needed.
-Review, reconcile and approve Back-Up Care payment invoices for discrepancies and ensure accuracy.

Camper Registration Compliance:
-Check rosters before each camp to ensure families have completed the registration process, signed off on necessary waivers, and uploaded necessary health forms and immunization records.
-Follow up with families to ensure the necessary documents and waivers are received before they attend camp.
- Uploading health forms and documents to parent profiles on the Admin Software if they are received via email.

Marketing and Promotion:
-Assist promotional and marketing efforts via outreach to camp families
-Outreach to all local communities, schools and organizations to promote our camps, get into their newsletters.
- Research and register for the camp-related local events
- Local competitor analysis
- Supporting digital marketing efforts by posting to Facebook groups, Nextdoor, Eventbrite, Reddit and Meet-up platforms.

Customer Support & Communication:
- Provide accurate information about program offerings, schedules, and enrollment procedures.
- Respond to customer inquiries and help with their questions; and assist families in identifying suitable programs based on their child’s needs.
- Document all customer interactions thoroughly in CRM systems and respond within established timeframes.
- Resolve routine customer concerns and escalate complex issues as needed.

Administrative & System Management:
- Generate monthly invoices for third-party vendors.
- Manage Admin Software administration tasks, including class creation, string adjustments, bundling, and ensuring all public-facing pages and camp details are accurate.

Birthday Party Coordination:
-Actively seek out and secure birthday parties for returning and new clients.
-Ensure all new leads are contacted promptly, and all data is updated with parent interactions.
-In partnership with the Birthday & Camps Coordinator, you will execute all administrative coordination of birthday parties: communicating details with parents to schedule the party, documentation of the birthday party in the database, processing all payments, coordinating catering and add-ons, and coordinating any subsequent changes due to conflicts and weather.
-Coordinate all details internally to ensure coaches are properly placed, equipment is confirmed, and handles any drop off to off-site party locations, and all necessary oversight is arranged.
-Communicate with coaches regarding party outline, specifics, catering (if applicable), any themes or special requirements, child info, and party logistics, including time and location.

Additional responsibilities as required

Qualifications:
-Exceptional attention to detail , organizational and leadership skills.
-Strong communication and problem-solving abilities.
-Experience in customer service, or administrative operations is a must
-Experience in invoicing, reconciliation and accounting
-Experience in basic marketing skills
-Proficiency in CRM and scheduling software
- Tech-savy
- Excellent English skills- Ability to work on Saturdays and Sundays
- To be able to commit full time long term role in Eastern Standard time (New York), (Exact schedule is subject to change seasonally at high enrollment seasons, therefore flexibility is a must).

Pay: Hourly range is $5-$7, along with additional benefits (Commissions, bonuses, 13th-month pay).