Group Sales Coordinator, FT

Primary Function:  The Group Sales Coordinator is responsible for the development and marketing of a robust group sales tour program at the Barnes Foundation and at Calder Gardens. Duties include growing a diversified pool of tourism industry and group tour networks with an eye toward premier pricing opportunities, oversees the group inquiry and booking process as well as the onsite experience, stewarding group leaders to promote repeat visitation. This position also establishes and maintains relationships with peer cultural institutions, group sales vendors, hospitality and conference venues, and tourism organizations to position the Barnes and Calder Gardens as compelling destinations for a wide range of audiences.  The coordinator is responsible for forecasting and achieving budgeted revenue goals from group visitation and developing new group tour and other admissions-related business opportunities. In addition, this position works with the Director of Dining and Events and the Foundation’s food service provider to design food service offerings for groups who visit the Foundation.   This position works closely with the events, sales, and GPS management teams.

Job Qualifications 

• Five years of experience in outside sales (ideally in hospitality, tourism, museum, attraction or events) or in a similar role at a cultural or non-profit institution
• Possesses a track record of meeting sales goals, establishing sales networks and relationships, and delivering premier customer service
• Ability to work independently and effectively as a self-starter with limited supervision
• Team player with strong interpersonal skills and the ability to articulate ideas clearly in oral and written communication
• Strong collaboration skills and the ability to work effectively toward shared responsibilities and goals
• Proficient in all Microsoft Word and Excel programs

Clearances:  

• Criminal Background-National 
• Credit Report

Physical Activities to Perform Essential Functions: 

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Moving:

• Approximately 80%+ of time is spent seated while working at a desk.  
• Ability to occasionally transport up to 25 lbs. of files, equipment or supplies.  Ability to move to access files, equipment or supplies.

Vision Requirements:

• This position requires extended time on the computer.

Communication Requirements:   

• Clearly communicate in person, by phone, and by video conference.  
• Communicate with others in conversational and written English. 

Working Conditions:

• Position operates in the foundation’s buildings and on the foundation’s grounds at the Philadelphia campus.  
• Position requires extended time on the computer. 

Job Responsibilities:

• Researches and identifies group sales networks and prospects through in-person meetings, external outreach, and coordinated marketing efforts.
• Establishes, develops and maintains relationships with group sales leaders to effectively position the Barnes and Calder Gardens as leading group destinations.
• Analyzes local, national, and international market potential and determines the value of existing and prospective customers to the organization.
• Develops sales plans to maximize the development of group sales relationships and revenue across all tour categories.
• Collaborates with other cultural institutions to develop joint campaigns/product offerings to attract group visitors.
• Works with the Foundation’s food service provider to develop packages for group visitation that include food and beverage service for the group visitor.
• Reports to management regarding market behavior, customer needs and interests, challenges, and competitive trends.
• Prepares, analyzes, and distributes regular sales reports.
• Monitors and analyzes group sales performance and takes accountability for making responsive improvements to group offerings, benefits, and pricing. 
• Serves as primary representative of the Foundation to tourism-related industry leaders with the goal of fostering connections that yield new and repeat business opportunities.
• In partnership with Marketing and Communications, develops an integrated marketing plan to promote group sales opportunities and oversees the creation of related collateral materials.
• Develops and maintains a client database that tracks solicited mailing materials, sales calls and booked tours.
• Ensures that group inquiries, inside sales, and on-site experience are effectively marketed and maintained to maximize efficiency and revenue.
• Works collaboratively with the Advancement Office in identifying, stewarding and hosting VIP groups with major giving potential. 
• Communicates effectively with Business Development, Education, Protection Services, Operations, IT/AV and Finance departments to ensure a positive group visitor experience.
• Develops, sets, and forecasts revenue and expense budget goals for groups within the Sales Department budget.
• Participates in Events and Operations meetings as needed. 
• Performs other duties as assigned. 

Organization-Wide Competencies:

1. Accountability: 

a. Prepares for work assignments and meetings, 

b. Conducts thorough fact-finding, decision-making and/or follow through, 

c. Admits mistakes and errors and informs others when one is not able to meet a commitment.

2. Job Quality: 

a. Dependably demonstrates job knowledge necessary for the position,

b. Produces timely, accurate, high quality work output, 

c. Prioritizes work responsibilities effectively and produces work quantity expected for the role.

3. Service: 

a. Identifies problems and collaborate with others to devise and create effective solutions. 

b. Interacts and communicates with fellow employees in a manner that promotes a harmonious and cooperative working environment in accordance with our Core Values. 

c. Facilitates open communication and keeps an open mind about new ideas.

4. Leadership: 

a. Sets a good example for others, 

b. Demonstrates ethical decision-making and communication, 

c. Makes decisions. Uses a solution-oriented, collaborative approach.

5. Collaboration: 

a. Seeks win-win outcomes in decision-making, 

b. Shows a proactive, inclusive, helpful, and respectful attitude to colleagues, guests and others, 

c. Takes initiative to contribute to diversity, equity, inclusion, and accessibility initiatives.

6. Empowerment (Supervisors): 

a. Directs others’ work effectively with adequate goalsetting, accountability, delegation, supervision, conflict resolution, accessibility to support and resources, 

b. Motivates team to meet short- and long-term goals: individual, department and strategic plan, 

c. Creates environment for staff development.

7. Administration (Supervisors): 

a. Meets goals related to revenue targets, expense control, program fees, etc., 

b. Develops/manages budget in keeping with organizational priorities, 

c. Follows protocols and reporting requirements set by other departments (HR, IT, Facilities, etc.), 

d. Collects and analyzes data effectively, 

e. Documents work accurately and consistently, shares information appropriately.