Education & Group Sales Coordinator

Position Summary: Develop relationships with the community schools and organizations, both internal and external stakeholders, overseeing the entire lifecycle from inception to fruition. Ensure detail-oriented coordination and execution of group bookings (including school programs, field trips, outreach educational programming, overnight camp-ins, scout activities, birthday parties, etc.), as well as individual camp and program registrations, meeting and surpassing customer expectations. Drive growth by cultivating new business opportunities and actively contributing to achieving the targeted sales goals set by the Group and Event Sales Manager.

About Us: As a nationally recognized and Smithsonian-affiliated aerospace and science center, the Air Zoo is an industry leader in STEAM education programming, immersive exhibits, one-of-a-kind artifacts, and out-of-this-world experiences. As the Education &Group Sales Coordinator, you will assist in extending a powerful, positive guest experience for guests of the Air Zoo and Air Zoo programs.

Status: Non-exempt; Full-time

Measurables: Guest/client satisfaction, targeted sales goals, accuracy in data tracking in Altru system, and other goals as a key member of the education and events teams.

Primary Accountabilities

Group Scheduling

· Secure bookings for daytime group visits and activities for clients. Ensure that all resources are available, and logistics are organized appropriately according to each client’s individual need.

· Maintain a comprehensive calendar of scheduled and confirmed activities, detailing the utilization of museum space and resources. Ensure accessibility to all relevant departments.

· Maintain knowledge of current educational programming and booking parameters to accurately schedule programs.

· Collaborate closely with the Kitty Hawk Cafe to ensure timely and accurate delivery of orders for all groups requiring planned food service.

Registration Coordination

· Assist guests in securing reservations for spots within Air Zoo programs and camps, ensuring all information is correctly entered into the sales system.

· Coordinate scholarship bookings and registrations as requested by the Group and Event Manager.

· Ensure all information is entered accurately.

· Problem solve with guests when changes are requested to find the best possible solution.

Policy and Procedure Execution

· Maintain proficiency in preparing contracts and confirmations for groups, adhering to relevant policies and procedures.

· Collecting deposits and balance payments, processing billing, and accurately maintaining data integrity in our CRM system.

· Complete training and maintaining proficiency in CRM software and associated products used by the Air Zoo.

· Adhere to standards set forth by the Air Zoo regarding the use of CRM software andother products.

· Provide support and guidance to team members and support staff/volunteers that enable them to perform their functions appropriately and within established procedures.

Customer Service

· Deliver exceptional customer service throughout the booking process, tailoring assistance to each customer's requirements while being attentive to potential limitations that may affect their overall satisfaction.

· Extend a warm welcome to groups upon their arrival, fostering an atmosphere of excitement and readiness as they enter the museum for a memorable and enjoyable experience.

· Promptly address inquiries with efficient time management and adept prioritization skills, ensuring timely responses.

· Collaborate with the Group and Event Manager to promptly resolve any customer service issues through evaluation and agreement on satisfactory solutions.

Event Assistance

· Facilitate execution of some birthday party events, primarily on weekends. This includes setup, greeting the guests and delivering on the scheduled experience, then cleaning up.

· Assist the Group and Event Coordinator with meeting room, and event bookings as needed.

Other

· Complete training and maintain proficiency in all tasks associated with the Manager on Duty position.

· Assist with building of CRM programming, overseen by Group and Event Manager and the Accounting Department.

· Maintain a flexible daily/weekly schedule including evenings, weekends, and some holidays.

· Other duties as assigned by, and reviewed with, department manager.

· Attend all mandatory staff meetings and trainings.

Education and Experience

· High School diploma or equivalent required, associate degree preferred.

· 1-2 years of experience in sales and/or event planning/scheduling or equivalent combination of training and experience required.

· Knowledge of CRM software and point of sale systems a plus.

Knowledge, Skills and Abilities Required:

· Strong administrative, organization, and leadership skills. Ability to foster effective working relationships at all levels.

· Demonstrated problem-solving skills.

· Superior customer service delivery.

· Excellent written, verbal, and interpersonal communication skills. Ability to communicate professionally with managers, staff, interns, volunteers, partners, vendors, clients, and guests.

· Ability to work independently and as a team member.

· Ability to effectively manage time, organize work, and coordinate scheduled activities.

· Ability to multi-task in an environment where interruptions are common.

· Professional and punctual.

· Ability to operate standard office equipment.

· Proficiency in general computer and office software (I.e., Microsoft Office Suite).

· Maintain professional appearance, in compliance with the Air Zoo’s dress and personal appearance policies.

· Physically mobile with reasonable accommodations including the ability to push, pull, carry, and lift up to and exceeding 30 lbs., and the ability to push, pull, reach, bend, twist, stoop, stack, crouch, kneel, and balance when performing job duties in varying work areas including confined spaces. Ability to sit, stand, walk, or climb stairs/ladders for an extended period.

Equipment Used

· General office equipment and tablets

· Network-based computer system

· Cash register and credit card readers, including the use of Square

· Rides and experiences

· Audio Visual Equipment

· Public Address and Sound Systems

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

SCHEDULE: Full time- days, with occasional evening or weekend events. The majority of the work time for this position is in-office at the Air Zoo in Portage, Michigan.

HEALTH REQUIREMENT & Pre-Employment SCREENINGS: The Air Zoo follows CDC and Kalamazoo Health Department’s guidelines for preventing the spread of respiratory viruses and may require masks to be worn by employees in certain settings to improve safety. Pre-employment drug screening and state/federal background checks are required for all Air Zoo employees.

COMPENSATION: $17 - $19 hourly pay rate, commensurate with education and experience.

BENEFITS: Health, dental, and vision Insurance options, free Employee Assistance Program, life Insurance, short-term and long-term disability Insurance, generous paid time off (PTO), paid holidays, complimentary family Air Zoo membership, 403B with employer match, and other benefits.

COMMITMENT TO INCLUSION: We are dedicated to Diversity, Equity, and Inclusion as part of the Air Zoo’s intentional, overall commitment to a welcoming environment for all. Air Zoo is committed to the full inclusion of all qualified individuals. In keeping with our commitment, the Air Zoo will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, applicants are encouraged to contact Human Resources at talent@airzoo.org or 269.350.2816

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

TO APPLY: email your Resume, Cover Letter and List of 3 References to careers@airzoo.org

If you have questions or need assistance applying to this position, please email us at careers@airzoo.org

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift

Work Location: In person