Group Sales & Reservations Representative

Museum of Illusions•Scottsdale, AZ

13d•Onsite

About The Position

Museum of Illusions is the world's largest privately owned museum chain, with 70+ locations across five continents and 28 countries and more than 28 million visitors. Our interactive exhibits use science and wonder to change how people see the world. We're growing fast, with new locations opening regularly, and our group business is a major part of that growth. We're looking for a detail-oriented, personable part-time Group Sales & Reservations Representative to join our office team. You'll handle a large volume of small group bookings, moving each one from inquiry to confirmation to payment quickly and accurately. Success in this role comes from consistency and speed: every booking is simple on its own, but the volume demands precision, organization, and a friendly, professional tone with every customer.

Requirements

High school diploma or equivalent
1+ years of customer service, order entry, reservations, or data entry experience in an office setting
Strong typing and data entry skills with exceptional attention to detail
Comfort working at a fast pace in a repetitive, high-volume environment
Clear, professional written and verbal communication skills
Proficiency with Microsoft Office or Google Workspace
Ability to work reliably during scheduled hours

Nice To Haves

Experience with CRM and ticketing or reservation platforms
Background in group sales, attractions, hospitality, or live entertainment
Familiarity with deposits, invoicing, and basic payment reconciliation
Bilingual (English/Spanish/French) is a plus

Responsibilities

Small group order and reservation processing
Enter, verify, and process a high volume of small group bookings, quotes, and orders daily with a high degree of accuracy
Convert inbound inquiries into confirmed reservations by sending quotes, confirmations, and payment links promptly
Confirm group size, arrival date and time, pricing, and any special requests before finalizing
Process deposits, final payments, invoices, refunds, and adjustments according to company policy
Track payment deadlines and follow up on outstanding balances
Manage changes, additions, and cancellations as group counts shift
Meet daily processing targets and turnaround-time standards
Group customer support
Respond to inquiries by phone, email, and chat about availability, group rates, pricing, and visit logistics
Send arrival instructions and visit details to group leaders ahead of their visit
Resolve booking discrepancies and escalate unusual or large-scale requests to the Group Sales Manager
Maintain a courteous, solution-focused tone in every interaction
Sales support and coordination
Qualify leads and log them in the CRM, including group size and preferred dates
Coordinate with on-site operations teams to confirm capacity, timing, and special requests
Send pre-arrival reminders and post-visit follow-ups to encourage repeat bookings
Identify upsell opportunities, such as larger group sizes, add-ons, and return visits
Records and administration
Maintain accurate customer, booking, and payment records in the CRM and reservation/ticketing system
Assist with daily reporting, data clean-up, and end-of-day reconciliation
Flag recurring errors or process improvements to leadership