Visitor Service Representative

Job Summary

Under the direction of the CVB Director provides a welcoming service-oriented approach in assistance with making Great Bend a destination for meetings conventions business and leisure travel tournaments tours and events. This position provides administrative support yet will also involve some planning coordinating and marketing to enhance the City of Great Bend’s image. This role will also assist in scheduling and planning management of the Great Bend Events Center. This position is also expected to help with events throughout the year. This postion will require some evening and weekend work.

Job Duties and Responsibilities

A. Assists the CVB Director in marketing Great Bend to bring the largest number of visitors to the City for day trips and extended stays.

1.Helps update information and events on the Visit Great Bend and/or related web page.

2.Updates and fills various displays throughout the community with promotional materials.

3.Answers questions in regard to local events; itineraries; hotels; attractions and general questions about our community and area.

4.Helps in keeping other communities updated and informed on Great Bend Events.

5.Answers phone and greets and assists visitors that come to the CVB office.

6.Coordinates office management activities.

7. Provides daily clerical and administrative assistance to the CVB Director; which could include travel scheduling; meetings; information requests; etc.

B. Provides assistance and oversight of the activities scheduled for the Events Center. Helps schedule and coordinate the events at the Center to ensure that users are provided with excellent customer service and an overall good experience with Great Bend.

1.Meets with clients to schedule meetings and arrange conference rooms; which could also include set up; breaks; food service; etc.

2.Explains pricing for meeting rooms with the client.

3.Helps coordinate lodging needs that might be needed for the event.

4.Oversees set up and service delivery for scheduled events; when needed.

5.Maintains catering list to assist clients in providing meals for events.

6.Helps ensure that food preparation area meets all Health Department standards.

7.Ensures that all local and State alcohol permits are secured prior to use of the Center.

8.Helps coordinate audiovisual requirements of the client and that equipment is available and working properly.

9.Greets and receives visitors and clients as they arrive and makes sure they have all required items.

10.Keeps all parties informed of booked events and communicates the coordination of setup and clean up for each event.

11.Follows up with the client for facility and service evaluation. Generates thank you notes for all clients using the facility.

12.Reviews all bills that are sent to the client to ensure accuracy and timeliness.Oversees all cost accounting for each event; including direct bill and credit approvals; cancellations; payment receipts; etc.

13.Prepares reports and communications; maintains records; and responds to information inquiries.

14.Ensures the Events Center is maintained to the highest level of cleanliness and efficiency.

C.Performs other duties as assigned or required.

Qualifications

Qualifications:

A.Ability to communicate effectively both orally and in writing.

B.Ability to plan; organize; direct; and coordinate events at the Center.

C.Ability to establish cooperative and effective working relationships with the public; association groups; and outside agencies.

D.Ability to understand and anticipate problems and assist with the development of City policies related to managing the Events Center.

E.Ability to exercise independent decision-making skills in resolving issues and prioritizing usage of the Events Center.

F.Demonstrates working knowledge of computers; spreadsheets; modern office practices; and audiovisual equipment.

G.Ability to work cooperatively with others on a team.

H.Ability to multi-task.

I.Ability and willingness to work evenings and weekends as needed.

J.Ability to maintain confidentiality.

K.Ability to adjust to changing conditions and accept new duties and responsibilities with a positive attitude.

L.Valid Kansas driver’s license required.

Education/Experience

Requires a high school diploma or equivalent. Clerical and office experience is preferred as well as experience in providing quality customer service. Experience in event planning and management would be helpful.

Working Conditions

Work is primarily performed in an office setting. Some adverse conditions exist in this position because there is a potential for outdoor events. Ability to perform general sedentary physical work and lift and carry up to 40 pounds; ability to stand; walk; sit; bend; twist; kneel; grasp; and perform similar body movements; possesses hand/eye/foot coordination adequate to operate a computer terminal; calculator; and other office equipment; ability to talk and hear in person and by telephone; ability to see and read records; computer screen; and a variety of materials.

Additional Information

WE BELIEVE our employees: Are the most important part of our organization and integral to everything we do. That they are skilled competent innovative and They aspire daily to be a part of something greater than themselves. We demonstrate that belief by providing a culture in which all employees are empowered to best serve others where their expertise and ingenuity is sought after and valued where leadership is displayed at all levels of the organization and where service to others is a hallmark.