Reservations Coordinator

Position Summary:

The position of Reservations Coordinator is a part of the Tourism and Group Sales Department, which fosters a welcoming and engaging environment so that guests of all backgrounds and abilities can make personal connections to history. The Reservations Coordinators are responsible for the back-end building of and external bookings for all public programs that take place at the Missouri Historical Societies three institutions: the Missouri History Museum, the Library and Research Center, and the Soldiers Memorial Military Museum, as well as offsite outreach programs.  They are also responsible for scheduling the internal use of space and resources at the three institutions. They collaborate with all departments throughout the society to ensure that the logistical needs for meetings, programs, tours, and other events are well coordinated. The Reservations Coordinators use Altru (a Blackbaud product) as well as the form and data management platform, Form.io to perform their key responsibilities.

Essential Functions:

Internal Space Management and Interdepartmental Work:

• Maintains the institution's master calendar in Altru which captures all internal and external events and meetings happening at the 3 locations, and the logistical needs of those events and meetings
• Builds and maintains webforms that are used by internal and external customers
• Builds and updates MHS programs and registration pages in Altru
• Ensures coordination between program planning staff and frontline staff by effectively and efficiently using a variety of systems to communicate and manage available resources and needs
• Collaborates with other departments to maintain a list of active MHS resources
• Collaborates with the Finance Department to ensure invoices are paid and payment records are reconciled
• Provide training to MHS staff on procedures and web based tools used for event planning
• Provide effective guidance on ticketing and scheduling issues to division management

External Bookings and Customer Service:

• Processes web form requests in order to schedule all group visits to the 3 MHS sites, and outreach programs, amounting to over 2,500 unique reservations each year
• Registers the public and MHS members for a variety of events
• Provides prompt, friendly, and knowledgeable guidance to inquiring groups and individuals concerning the availability of and details about MHS programs via email and phone
• Ensures that public facing program registration pages, and webforms are accurate
• Effectively manages a database of visitor contacts
• Processes payments

Other Duties:

• Uses Altru to run a variety of reports about our visitors and programs
• Attend monthly staff meetings and training sessions as assigned
• All other duties as assigned

Qualifications:

• A minimum of 2 years of experience working with ticketing, scheduling, and space management software programs is required
• A minimum of 2 years of experience working in customer service or with the public is required
• An engaging and welcoming presence and customer-centered mind-set are required
• Previous experience in ticketing, scheduling, and space management within a cultural institution is preferred
• Bachelor's degree preferred

Skills:

• Demonstrated ability to problem solve and trouble shoot within effectively use scheduling and ticketing software
• Demonstrated passion for serving the public
• Demonstrated ability to handle high stress situations and anticipate and address needs and problems with professionalism and empathy
• Demonstrated ability to work cross departmentally
• Demonstrated ability to creatively address the changing needs of an organization, its audiences, and/or technology
• Proficiency with Microsoft Office programs
• Outstanding personal communication skills both written and verbal
• Experiences working in a fast-paced, high volume, work environment in which schedules and details are often changing.
• Experiences building and amending web-based forms to better service internal and external clients is a plus
• Experience training others, particularly in software use, is a plus.

This position requires extended periods of working at a computer and speaking with visitors on the phone in English. 

Current Openings for Reservations Coordinator Jobs at Missouri History Museum