The School and Group Sales Coordinator is responsible for all school tours/programs and adult group sales/tours reservation processing. The position maintains the scheduling databases, supports the greeting and orienting of groups on site, and works as part of a team of front line staff providing a seamless visitor experience while delivering against sales targets. The position also oversees sales outreach to group sales customers and builds the group sales lead database.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.
• Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future;
• Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement;
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives;
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.
POSITION DUTIES AND RESPONSIBILITIES
Booking and Processing School and Group Tours and Programs
• Schedule and process payment for docent-led tours, programs, and self-guided visits for student and adult groups
• Support and train volunteer ambassadors to greet and orient school and adult groups
• Provide telephone and email support for school & group visit inquiries
• Process scholarship requests and generate appointment confirmations
• Ensure completion of invoicing and internal accounting reconciliation for groups
School & Group Sales
• Coordinate with Visitor Services & Group Sales Manager to expand school and group sales efforts. Assist with building and maintaining database of school and group sales prospects; maintain and deepen relationships with existing school and group customers
• Provide support for meeting monthly sales targets for school and group tours and programs
• Provide weekly, quarterly, and annual school and group sales reports
• Provide on-site group tour assistance as needed
Maintenance and Support
• Maintain up-to-date knowledge of area surrounding the museum, including transportation, parking, and dining options for visitors
• Maintain computerized files and databases for reserved tours, programs, and group sales and ensure that scheduling systems and databases are accurate and up-to-date; troubleshoot systems or other issues as needed
• Take initiative to coordinate with Facilities staff and supervisor to maintain area standards and appropriate signage
• Ability to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect
• 2-4 years of relevant experience required: preferred experience in customer service, guest relations, sales support, or related field
• English language proficiency in both spoken and written form
• Ability to create, maintain, and update computerized scheduling system
• Exceptional customer service practices and principles in high-volume environment
• Accounting and administrative practices
• Additional language skills verbal and/or written, such as Spanish or Mandarin/Cantonese, is desired
• Familiarity with technology such as cash register, point of sales database, Office Suite, Google Suite, and Filemaker Pro preferred
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:
• Noise, such as groups of people working in enclosed areas
• Typical office environment
• Outdoor weather conditions
The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.
About Oakland Museum of California
The Oakland Museum of California provides unique collections, exhibitions and educational opportunities designed to generate a broader and deeper understanding of and interest in California's environment, history, art and people. Museum programs are responsive, accessible and meaningful to the public, including school children, teachers, scholars, the immediate Oakland community, and an increasingly diverse California population.
Our mission is to connect communities to the cultural and environmental heritage of California. Through collections, exhibitions, education programs and public dialogue, we inspire people of all ages and backgrounds to think creatively and critically about the natural, artistic and social forces that characterize our state and influence its relationship to the world.