Group Experience Specialist

Witte Museum•San Antonio, TX

3d•Onsite

About The Position

The Witte Museum is where Nature, Science and Culture meet, through the lens of Texas Deep Time and the themes of Land, Sky, and Water. The Witte is the only museum that focuses on Millions, Thousands and Hundreds of years in what we now call Texas. The Witte inspires people to shape the Future of Texas through transformative and relevant experiences in engaging exhibitions and programs. Founded in 1926, the Witte is located along the San Antonio River and has recently renovated and expanded the entire museum campus. The Group Experience Specialist is responsible for scheduling field trips, group visits and tours. They will assist the client throughout their entire customer journey, proactively communicating throughout the scheduling process from the clients� initial request to the day of their visit, with the goal of providing a personalized experience. The Group Experience Specialist will support all museum teams by providing schedules and information regarding attendance and participation in programs and activities for groups and individuals.

Requirements

High School diploma or equivalent
Must be detail-oriented, organized, possess excellent people skills, and be service-driven
Ability to multi-task and be flexible in a dynamic work environment
1 to 3 years of customer service, guest service or call center experience
General office or administrative experience
Ability to work independently and as a team member
Proficiency in Microsoft Word, Microsoft Teams, Excel and Outlook
Knowledge of CRM and POS Systems

Nice To Haves

Associates/bachelor�s degree
Knowledge of Tessitura Network Software System, and Wrike
Bi-lingual (English/Spanish)

Responsibilities

Schedules and reschedules field trips, group visits, tours, scholarship recipients, and specialty programs
Proactively communicates and coordinates with the groups, individuals, and the Witte team to create extraordinary experiences
First point of contact for groups upon arrival to the museum
Assists with group arrivals and departures, including directing buses, storing lunches, and ensuring a safe environment as guests enter/exit vehicles
Builds relationships with educators, tour operators, and group organizers with a focus on customer retention
Maintains accurate records of constituents and organizations related to reservations in the CRM system, Tessitura
Actively promotes the purchase of memberships, educational programs, and surcharged exhibits
Prepares and sends confirmation packets to all groups and individuals that have reservations
Follows all cash handling procedures for payments taken for reservations over the phone, and when applicable, at the Admissions Desk
Updates and maintains files related to scheduled tours, programs, and specialty programs
Creates and prepares materials for distribution for multiple departments, (upon request)
Utilizes provided resources, Microsoft Teams, and the Outlook calendar to effectively answer questions and inquiries
Answers the main museum line, transfers calls to the proper parties, and provides information about the Witte Museum