Reservation and Event Specialist

Job DetailsJob Location: Hardesty Leadership Center - Tulsa, OK 74134Position Type: Part TimeSalary Range: $15.81 - $19.00 HourlyJob Category: ProgramsPart-time, flexible schedule with hybrid office/remote work option. Approximately 20 hours per week.

Job Summary 

Primarily responsible for providing administrative support to the Camp and Outdoors Department, including property reservations, activity approvals, event registrations, payment processing, documentation tracking, and a high level of customer service.

Essential Duties and Responsibilities:

Coordinate and manage all property reservation requests, providing timely, professional, and customer-focused service.
Serve as the primary point of contact for property-related inquiries, including case management and monitoring the property reservations email inbox.
Maintain and update property reservation calendars, including availability changes due to repairs, holidays, or closures.
Review, update, and manage property usage documentation to ensure accuracy, compliance, and organizational standards.
Collect, track, and process payments related to Girl Scout and non–Girl Scout property usage.
Prepare, issue, and monitor facility use agreements for non–Girl Scout groups.
Distribute access codes and final instructions to approved facility users.
Conduct post-use follow-up and distribute facility user surveys to gather feedback and support continuous improvement.
Conduct post-use follow-up and distribute facility user surveys.
Review and approve troop activity requests (Forms 585 and 586) for activities on and off GSEOK properties, ensuring compliance with GSEOK and GSUSA safety standards and Safety Activity Checkpoints, including enforcement of girl-to-adult ratios, verification of required certifications, and confirmation of volunteer compliance.
Serve as Event Registrar for all girl and adult events, including summer camp, programs, and trainings.
Provide customer service support related to registrations, including cancellations, refunds, transfers, waitlists, and outstanding balances.
Maintain accurate event registration records and update databases as needed.
Perform other duties as assigned to support organizational operations.

QualificationsMinimum Qualifications

Education and Experience:

High School Diploma or equivalent.
3 years experience in customer service
Ability to learn and effectively use customer relationship management software and technology.

Required Skills and Abilities:

Excellent time management skills with a proven ability to meet deadlines.
Strong interpersonal and customer service skills.
Working knowledge of Microsoft Office (Word, Excel, and Outlook), customer relationship management systems, data management software, and social networking. Ability to learn new software when needed.
Ability to maintain strict adherence to safety and security guidelines.
Ability to obtain First Aid & CPR certification.

Physical and Schedule Requirements:

Must be able to lift and carry a minimum of 25 pounds.
Prolonged periods sitting at a desk and working on a computer.
Physically able to move through and between offices, program centers, campgrounds, and other off-site locations as needed.
Willingness to work a flexible schedule including some evenings and weekends; occasional overnights as necessary, and the ability to travel as job requires.