What are the responsibilities and job description for the Sales Coordinator, Group Ticketing position at Colonial Williamsburg Foundation?
Who We Are
Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.
Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.
Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.
About the Position
The Sales Coordinator will serve as the first point of contact for school groups, tour operators, and third-party distributors conveying the mission objectives of The Colonial Williamsburg Foundation. This position will maintain strong relationships with existing clients and engage in thoughtful outreach to pursue new clients for the organization. The Sales Coordinator will ensure accurate and timely processing of orders, demonstrate expertise in program offerings and available amenities. Coordinators serve as ambassadors of the Colonial Williamsburg brand and experience.
Essential Functions:
1. Provide customer-centric expertise to inquiries received from existing and prospective school group coordinators, tour operators, and any other B2B clientele, conveying the Colonial Williamsburg experience and prioritizing customer service.
2. Engage ongoing client base with thoughtful outreach showcasing new programming, ongoing initiatives, and general interest opportunities for visitation, keeping clients engaged and up to date.
3. Facilitate agreement process by preparing client files, inputting orders, preparing contracts, generating receipt of deposit and monitoring ongoing progress. Provide updates to clients as necessary.
4. Process any necessary payments for tickets, programming, or other ancillary items, ensuring accuracy of payment, while adhering to all cash handling policies and procedures.
5. Steward group reservations from contracting through onsite arrival, providing any assistance needed to enhance onsite visitation, following up with client’s post-visit on their experience.
6. Update and adjust reservations as needed in appropriate systems to reflect any changes.
7. Assist with any group check-ins as needed.
8. Assist and track lead generation and participate with outbound calls to maintain current clients and explore new clientele’.
9. Perform other duties as assigned by the management team to includes cross training programs with internal departments such as Visitor Center and Historic Area.
10. Occasional work holidays and evenings, as deemed necessary by the management team.
Required and Preferred Education and Experience:
- Minimum of 5 years customer service experience with 3-5 years marketing and/or sales experience
- Degree/diploma in marketing complemented by relevant and proven sales experience. An equivalent combination of education, training and experience will also be considered.
- Demonstrated ability to manage multiple tasks with shifting priorities and varying deadlines with excellent organizational and project management skills.
- Self-driven, independent thinking with strong attention to detail and problem-solving capabilities with limited degree of supervision
- High level of direct customer contact requiring excellent communication and negotiating skills (oral and written)
- Light bookkeeping, AP, AR
- Ability to work independently and as part of a team
- Must have strong commitment to company values and the ability to work in a team and sales driven environment
- Strong sales, organization, analytic and time-management skills
- Fully versed on Tessitura CRM and other source systems of record within Colonial Williamsburg
- Prior experience managing priorities in a sales or reservations environment strongly preferred
- Bachelor’s degree in business related field
