Reservations Specialist

The Reservations Specialist is responsible for generating new group business through proactive prospecting, relationship building, and sales outreach. This role identifies potential clients, promotes the organization’s products or services, and closes group bookings while delivering excellent customer service.

The Reservations Specialist is responsible for generating new group business through proactive prospecting, relationship building, and sales outreach. This role identifies potential clients, promotes the organization’s products or services, and closes group bookings while delivering excellent customer service. While carrying out the job duties listed below, the Reservations Specialist will contribute to the museum’s continued success by demonstrating unsurpassed guest service, a high level of integrity and ethical standards, as well as personal and professional dedication to our mission.

This position requires a self‑motivated and results‑driven individual who understands the importance of their contribution to achieving group sales goals and supporting the museum’s mission. The Reservations Specialist will exercise good judgement, consistently demonstrate a positive attitude and professional appearance, while proactively and effectively communicate with museum staff and guests in person, by phone, and through email.

• Prospect and develop new group‑sales opportunities through calls, emails, networking, referrals, and follow‑up outreach.
• Making outbound calls and receiving inbound sales calls to promote school groups, homeschool groups, church and daycare visits to the museum.
• Weekly, monthly and yearly quotas will be maintained to ensure groups are visiting the museum to meet group sales budget.
• Maintain accurate records of prospects, contacts, bookings and follow‑up activities using departmental tracking systems.
• Greet guests with genuine warmth and hospitality, making them feel valued from the moment they call or email the museum.
• Efficiently handle reservations and payments, ensuring a smooth and hassle‑free process for guests.
• Anticipate and respond to guest needs, requests, and inquiries in a professional and friendly manner, addressing their inquiries and requests accurately, promptly, and with a positive attitude, meeting and exceeding their expectations.
• Actively listen to guests’ concerns and work independently to resolve issues in the best interest of the guest and museum, using critical thinking skills to refer to a manager when assistance is needed.
• Ensure compliance with cash controls and perform basic maintenance of point‑of‑sale systems.
• Actively maintain a working knowledge of all Box Office and Reservations duties and responsibilities including but not limited to answering main phone line, create bookings for inbound and outbound guests, point of sale systems, Microsoft products, copier, fax, and voicemail.
• Assume other responsibilities and tasks as assigned.

• Demonstrate a passion for providing exceptional customer service and dedication to ensuring each guest has a memorable experience with an enthusiastic and welcoming demeanor to create a warm and inviting atmosphere to staff and guests.
• Ability to quickly obtain and maintain full knowledge and understanding of museum and department policies, procedures, and protocols.
• Basic understanding of POS systems with a comfort level of basic mathematics, including, but not limited to, percentages and discounts.
• Effective and professional verbal communication skills, with the ability to speak in front of small groups, including guests and staff, and leadership of all levels of the organization, regarding information that is relevant…