Group and Specialty Tours Coordinator

SUMMARY/OBJECTIVE 

The Group and Specialty Tours Coordinator is a central part of the group tour function. This team member processes incoming calls and emails for group, personal and private tours, schedules reservations for group, personal and private tours, assigns guides for personal and private tours, and processes group, personal and private tour payments. The Group and Specialty Tours Coordinator is a primary customer service interface, requiring consistency with customer and client satisfaction. 

RESPONSIBILITIES/DUTIES 

• Assist the Group Tour Manager with reservation and database functions. 
• Manage telephone and email reservations and inquiries.  
• Schedule group, personal and private tours. 
• Assign Specialty Tour Guides to personal and private tours. 
• Create and maintain correspondence with group tour operators and engage personal and private tour clients throughout the process. 
• Assist Group Tour Manager in marketing the Newport Mansions product to existing and new Group and Personal Tour markets. 
• Assist the Marketing Manager with marketing projects as needed. 
• Update reservation database as needed. 
• Maintain office forms & procedures and assist with administrative tasks.  
• Operate standard office machines (including PC), as required.  
• Compose, type, and edit correspondence, reports, memoranda, and other material.  
• Follow prescribed safety and health rules, regulations, and practices. 
• Perform other related duties as required or directed. 

PHYSICAL DEMANDS 

• Ability to sit for extended periods of time. 
• Ability to use a computer for extended periods of time. 
• This role occasionally requires moving around event locations or properties to support media visits or special events.  

WORK ENVIRONMENT 

• The noise is minimal. 
• The work is typically office-related and sedentary in nature. 

Equal Opportunity Statement 

The Preservation Society of Newport County is?an Equal Opportunity Employer?committed to?creating an inclusive environment for all employees and applicants. Employment decisions are based on merit, qualifications, and organizational needs –?qualified candidates from all cultures and communities?are encouraged?to apply.   

 QUALIFICATIONS 

• Associate’s degree required 
• Five years of customer service and sales experience. 
• CRM experience preferred. 
• Exceptional telephone and communications skills 
• Deadline-conscious and results-oriented task management. 
• Ability to multi-task and establish priorities. 
• Maintain flexible behavior and approach towards assignment. 
• Ability to maintain organization in a changing environment.  
• Strong familiarity with MS-Office Suite and Outlook E-mail.