Group Sales Coordinator
About The Position
The Kentucky Derby Museum is a 501(c)(3) non-profit charitable organization located at Churchill Downs Racetrack. It is a major attraction in the Louisville region, celebrating the history, hospitality, and pride of the Kentucky Derby. The Museum hosts over 258,000 visitors annually, many from outside Kentucky and from around the world. The Group Sales Coordinator supports the Group Sales department with administrative tasks, tour facilitation, customer service, and contributes to the growth of group sales. This role is responsible for coordinating all aspects of group tours, private tours, and the FIT travel market. Key responsibilities include database management, contract development, accounts receivable, managing tourism partnerships, achieving sales goals, client correspondence, and scheduling personnel for segment services.
Requirements
- Bachelor’s degree required or equivalent hospitality experience.
- Able to work independently and make impromptu decisions with minimum supervision.
- Strong organizational and project management skills.
- Ability to navigate a crowded area and handle a challenging workload.
Nice To Haves
- Experience working in customer service is a plus.
- Prior experience working with events and/or sales is preferred, but not required.
Responsibilities
- Oversees coordination of all needs for Museum group programs, including Backstretch Breakfast Tours, Hatitude, Lucky Shoes, and Reindeer Games.
- Develops and monitors the group budget.
- Assists the Group Sales Manager in coordinating and managing off-site specialty group experiences and after-hours visits.
- Handles General Admission Tours, including follow-up with group contacts regarding contracts, invoices, visit instructions, parking information, and FAQs.
- Finalizes and submits various reports for accounting and visitor services.
- Maintains timely communication with group contacts to answer questions and update reservations.
- Contracts tour companies and travel agencies.
- Creates and sends group confirmations.
- Prepares monthly sales and attendance reports for groups.
- Represents the Museum at local group tour industry meetings.
- Works interdepartmentally to ensure accurate and timely communication of group tour information.
- Coordinates requests for specialty tours requiring special set-up, décor, promotional collateral, and confirmation of additional staffing.
- Develops programs for the group market.
- Works with the Group Sales Manager to expand the customer base and increase visibility within the local and national group tour market.
- Conducts historic walking tours when needed to service group clients.
- Assists in the development of the marketing plan for the department and the long-range plan for the Museum.
- Represents the Museum at national sales conventions, including overnight travel as required.
- Performs all other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
