Booking Coordinator/Administrative Assistant

What you'll bring to the team

Qualifications & Experience

Job Title:                      Schools and Group Sales Coordinator (Hybrid)

Operating Group:        Gateway North America  

Division:                       Operations

Location:                      Attraction based role

Reports to:                   General Manager

 

Job Summary: 

The Schools and Group Sales Coordinator is responsible for overseeing all aspects of the group reservation process.  Provides information to potential customers and schools/groups.  Make group reservations while assisting the guest from start to finish with their visit, including welcoming group upon arrival to the attractions. Responds to guest inquiries while also assisting with regular reviewing responding. Also responsible for providing Administrative Assistant support for the attraction.  

 

Key Responsibilities: (Responsibilities may vary by attraction)

• Develop/cultivate/maintain business relationships within assigned markets.
• Solicit/negotiate/book new/repeat business to maximize volume/revenue.
• Achieve volume and revenue budget for channel focus areas.
• Assist with onsite coordination of all schools and groups activities.
• Submit weekly and monthly bookings & revenue reports to management.
• Maintain and update association listings, fee deadlines, and trade show dates.
• Drive incremental business to our site.
• Primary focus will be driving the tour and travel market along with group bookings.
• Assist with program / campaign analysis.
• Plan / Organize / help with implementation of special events / promotions.
• Develops and initiates a scheduled client education program.  Plans and coordinates ongoing contact and follow-up program for familiarization tours, trade shows and travel related media.
• Maintain continuous communication with clients to advise on status of event and identify action items. Develop schedules, checklists, and binders to assist with communication.
• Stay abreast of industry changes by researching markets and maintaining strong relationships with event companies and other clients.
• Foster all client relationships by conducting follow-up calls to existing client base. Ensure marketing and sales objectives are met or exceeded.
• Attend meetings in relation to successful execution of events, including follow up meetings with client and attraction.
• Maintain events roster on current, previous, planned, and proposed events.
• Coordinate sales calls, and collateral material.  Review contract rates with sales manager prior to issuance.  Conduct sales presentations. Conduct “maintenance calls” to existing client base according to plan to ensure marketing and sales objectives are met or exceeded. 
• Develop event action plans and work with attraction operations to implement and improve attraction execution of events for clients.
• Administrative Assistant support includes but is not limited to:
  • Working with site & HR to support recruitment through activities including job fairs, phone screenings, interview scheduling, and candidate management.  
  • Arranging/conducting an Induction program for all employees. 
  • Assisting attraction leadership team in driving team engagement initiatives.  
  • Performing clerical tasks, such as filing and arranging documents, employee files and invoices.  
  • Creating, receipting, and maintaining POs for general office vendors. Maintain office, breakroom, and uniform supply levels. Process and distribute monthly orders supply for entire attraction.
  • Sorting and distributing incoming and outgoing mail. Operate manual and electronic mailing equipment. Interact with courier companies.
  • Operate and ensure all office equipment, including fax, copier, and printer, is maintained. 
  • Assisting departments during high volume periods and completing special projects.
• Perform other duties as assigned. The above list is not exclusive or exhaustive and may require undertaking such tasks as may reasonably be expected within the scope and grading of the role.

Education and Experience:

High school or GED required.  College degree preferred. At least two years of customer service and sales experience. Experience in an in-bound call center is helpful.  Ability to work on multiple projects simultaneously and multi-task.  Strong written and oral communication skills. Positive attitude and willingness to adapt to dynamic environment. Proficiency with Microsoft Office (Word/Excel/Access) required.