Employment
As of April 12, 2013
Job title: Event Sales Coordinator
Department: Facility Rental Department
Reports to: Operations Manager
FLSA: Status:
Prepared by: Operations Manager
Prepared Date: April 12, 2013
Approved By: Chief Operation Officer
Approved Date:
Summary
Coordinate and facilitate event sales and provide administrative and client support
Essential Duties and Responsibilities include the following. Other duties may be assigned:
1. Respond to facility rental inquiries and request; set up client appointments
2. Sale, Pitch, and manage rentals.
3. Conduct walk-throughs; review rental policy and contracts with prospective clients
4. Process rental paperwork; receive, record, and refer payments to Accounting Department.
5. Correspond regularly via email with museum staff, clients, and vendors.
6. Completes Work Orders for dispersal to Engineers, Security, and maintenance departments.
7. Coordinate with internal staff departments for maintenance, museum store, equipment, caterers, education, and other additional services.
8. Coordinate Event Planning Meetings with institution staff.
9. Monitor rental events and provide on-site assistance with rental related concerns.
10. Oversee and coordinate event set-ups with support staff and ensure all logistics are in place to support the event.
11. Generate monthly reports using Excel and Eventpro, and copies of all receipts
12. Provide assistance to museum staff with catering needs for museum events.
13. Perform other duties as assigned by department management.
14. Receive request from company officials, staff, students, and community groups requiring space for activities.
15. Consult Eventpro to determine space availability for dates and times requested.
16. Maintain schedules, including Eventpro and Google Calendar, and records of available space, space used, and cancellations.
17. Arrange for cleaning of rooms after use.
18. Send thank you cards to and follow up correspondence to past clients on regular, periodic basis.
19. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly with staff and vendors to provide seamless customer service.
Supervisory Responsibilities
This Job has no supervisory responsibilities
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Ability to interact with staff, board members, donors, and the public in a fast paced environment, sometimes under pressure and remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is essential.
Outstanding time management skills, particularly the ability balance and prioritize competing tasks. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Flexibility and Enthusiasm. Self-motivated and ability to work independently with strong attention to detail and follow-through. Valid Driver’s License and personal vehicle.
Education and/or Experience
Two years prior in sales experience of marketing related positions; strong working knowledge of Microsoft Office and Windows 8; good verbal and written communication skills; excellent customer service skills, familiarity with basic office machines i.e. facsimile, copy machine, etc; able to handle various task simultaneously with minimum supervision; ability to work flexible hours and weekends, evenings and early mornings.
Hospitality Management/Communications
Bachelor’s degree (B.A.) from four-year college or university; or one to two years related experience and/or training; or equivalent of educations and experience
Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, websites, blogs, digital publications, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
Reasoning Ability
Ability to resolve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk, use hands to finger, handle, or feel; climb or balance; stoop, kneel, crouch, crawl; and talk or hear. The employee is occasionally required to sit and taste or smell. The employee must frequently lift and/or move up 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision, depth perception, and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Interested applicants should forward a resume and cover letter to This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Job Title: Guest Service / Sales Specialist
Department: Sales and Retail Operations
FLSA Status: Non-Exempt
Prepared Date: February 27, 2013
SUMMARY
Essential Duties and Responsibilities
- Greet and welcome guest upon their arrival to the museum and museum store.
- Maintain a professional and friendly attitude with visitors while processing transactions. (Admissions and ticket sales for public programs and special events, group tour payments, etc.)
- Responsible for opening and closing the information desk and/or museum store.
- Responsible for cash handling, maintaining and balancing cash drawer.
- Answering telephones and assisting internal and external customers with questions regarding memberships, exhibitions, and upcoming events.
- Providing general information to customers concerning museum location, admission costs, group tour reservations, and sale of merchandise.
- Responsible for alerting museum staff of visitors’ arrival.
- Able to multi-task and work individually with minimal supervision, and cohesively with other staff members.
- Maintain information desk/museum store supplies, flyers, and store inventory.
- Responsible for maintaining museum store inventory.
- Assist with Internet sales orders.
- Processes, shipping and receiving museum store merchandise.
- Use store merchandise to create visual displays and promotional materials.
- Light cleaning duties including but not limited to, cleaning counters, display cases, shelves, storage room, etc.
- Periodic scheduling of required work hours at the African World Festival and other museum related events, and programs.
- Other duties as assigned
Supervisory Responsibilities
This job has no supervisory responsibilities.
QUALIFICATIONS
Education/Experience
- High School Diploma or General Education Degree (GED)
- Minimum six (6) months Retail and/or B2B sales experience.
- Minimum six (6) months experience or training in cash handling and customer service.
- Experience with Patron Edge, Retail Pro, Microsoft Office, and a E-commerce platform preferred.
Language Skills
- Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to generate and write simple correspondence, emails, and reports. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees in the organization.
Mathematical Skills
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
Reasoning Ability
- Ability to apply common sense understanding to carry out verbal/written instructions. Ability to adjust and handle unforeseen circumstances, and apply accurate knowledge to resolve standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing duties of this job, the employee is regularly required to talk, hear, walk and stand. The employee is required to use hands to finger, handle, and/or feel. He/she is occasionally required to reach with hands and arms, climb, balance, lift and/or move up to 25 pounds. The employee should have specific vision abilities such as close vision, distance vision, color vision, peripheral vision, and ability to adjust and focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.
Interested applicants should forward a resume and cover letter to This e-mail address is being protected from spambots. You need JavaScript enabled to view it .
