Program & Bookings Coordinator

Fresh Hope Communities is looking for a Program & Bookings Coordinator to help shape memorable experiences at The Tops Conference Centre in Stanwell Tops, NSW. This onsite role is ideal for someone who enjoys turning guest requests into clear plans and taking care of the details that set up a successful group stay.

From the first inquiry through arrival, you’ll work directly with guests to understand their aims, propose suitable programs and coordinate every booking step. You’ll prepare accurate quotes, deposits, schedules and handover documentation, and you’ll collaborate with the Program, Guest Relations, Catering, Housekeeping and Maintenance teams to ensure each group is ready when they arrive. Fresh Hope Communities sees you as a pivotal part of delivering thoughtful, well-organised experiences at The Tops Conference Centre.

If you like turning information into a clean, well-structured plan and you enjoy helping people, this could be a great fit for you.

Coordinating programs from inquiry to arrival

In this role you’ll talk with groups to understand what they want to achieve and suggest programs and activities that fit their goals. You’ll handle enquiries, confirmations, amendments and cancellations while keeping the systems up to date, and you’ll prepare quotes, deposits, schedules and handover notes that everyone can rely on. Working across Program, Guest Relations, Catering, Housekeeping and Maintenance, you’ll help get each arrival ready and look for opportunities to improve the guest experience and make the venue work even better for their needs.

What you’ll bring to the booking desk

Here's what the team is looking for in a candidate.

• Demonstrated experience lining up bookings, programs or events or handling customer inquiries
• A warm, confident, can-do approach when working with guests and colleagues
• Excellent organisation and communication skills with a keen eye for detail
• Ability to adapt to changing priorities while keeping others informed
• A collaborative mindset and ease working across different teams

Nice-to-haves that help

• Experience in outdoor education, camps, recreation, hospitality, tourism, schools or group guest experiences would be valued but isn’t essential
• Qualifications in outdoor recreation, events, tourism, hospitality or business, plus a First Aid certificate, would be an advantage

Advice for applicants

Lead with your hands-on experience coordinating bookings, programs or customer inquiries at the top of your resume so the reviewer sees it first.

Be ready with a concrete example that shows you can handle shifting priorities and keep teammates informed across multiple teams, not just one department.

Prepare a story about cross-team collaboration and how you turned guest feedback into a practical improvement at a venue similar to The Tops Conference Centre.

Have a thoughtful question ready about how The Tops balances program planning with day-to-day operations and what success looks like for a group arrival.