Admissions Coordinator

Job Title: Gatehouse Coordinator
Location: Garden at Elm Bank, Wellesley, MA

Reports to: Director of Guest Experience and Education

Position Overview: As Gatehouse Coordinator, you will be the intermediary contact between Admissions Associates and the Director of Guest Experience and Education, including general oversight of the gatehouse, scheduling, onboarding and training new staff, maintaining supplies and protocols, and supporting administration, as necessary. You will be hardworking, reliable and independent while a genuine ‘people person’ ensuring a warm welcome to our garden visitors. We value your fresh take; please review current protocols and procedures and propose new approaches, where applicable. 

Key Responsibilities:

• Greet and assist visitors with enthusiasm and professionalism
• Sell tickets, memberships, classes, and event admissions
• Prepare for public and private events
• Answer questions in person, on the phone, or by email
• Maintain cleanliness and functionality of Visitor/Education Center
• Maintain cleanliness and accessibility of the Gatehouse and surrounding exterior
• Oversee Gatehouse operations, ensuring smooth visitor entry and security procedures
• Stock visitor spaces with necessary supplies and brochures
• Maintain supplies and protocols for visitor services and Gatehouse operations
• Interact effectively with guests and staff, sharing knowledge about the Garden and its mission
• Familiarize yourself with POS systems, software, and front desk operations
• Independently solve problems and make sound judgments
• Open and close admissions booth and Garden facilities
• Ensure compliance with Garden rules and policies for visitor safety and site security
• Supervise volunteer greeters to assist with customer service
• Serve as first point of contact for admissions associates for scheduling and technical issues 
• Oversee onboarding and training for new staff in visitor services and Gatehouse operations
• Support Garden events by assisting with setup and sales
• Provide administrative support as requested
• Crosstrain and assist with servicing special events
• Ensure correct use of POS system and cash box management of admissions associates; keep cash box balanced with appropriate bills. 

Qualifications:

• You must love all aspects of providing gracious hospitality to the public
• Experience in customer service, hospitality, restaurant service, or another high-interaction public-facing role
• Proficiency in operating electronic POS systems
• Handling cash and credit card transactions
• Answering and transferring phone calls
• Using general office equipment
• Ability to stand, sit, bend, and occasionally lift and transport supplies between buildings
• Willingness to work outdoors in all seasonal weather conditions

Hours and Compensation:

• 40 Hours/week with comprehensive benefits
• Weekend and evening work required (scheduled in advance); approximately 80% in the Gatehouse and 20% remotely or at a hotdesk onsite
• A significant range of working patterns can be accommodated in these roles

Application Requirements:

• Resume
• One-page letter demonstrating practical examples of your experience interacting with the public, running a sale, providing information, and/or keeping a facility tidy.
• Professional references
• You must successfully pass a background check prior to hire

Salary : $19