Group Sales Coordinator

Kentucky Derby Museum is a 501(c)(3) non-profit charitable organization that sits on the front steps of historic Churchill Downs Racetrack. It is one of the premiere attractions in the Louisville region, celebrating the tradition, history, hospitality and pride of the world-renowned event that is the Kentucky Derby. The Museum welcomes over 258,000 visitors annually; a large percentage of those visitors come from outside of Kentucky, journeying from across the country and the world. 

Position Purpose:

The primary purpose for this position is to support the Group Sales department with administrative tasks, tour facilitation, customer service, as well as continuing the growth of the group sales.  This position is responsible for the coordination of all segments of the group tour, private tour and FIT travel Market. Responsible for all database management, contract development, accounts receivable, tourism partnerships, sales goals, client correspondence, and scheduling personnel appropriate to service the segment.

Essential Functions/Accountabilities: 

• Oversees coordination of all needs for Museum group programs - Backstretch Breakfast Tours, Hatitude, Lucky Shoes, Reindeer Games, etc. 
• Develops and monitors the group budget. 
• Helps Group Sales Manager coordinate and manage off-site specialty group experiences and after-hours visits.
• General Admission Tours. Follows-up with group contact regarding all contracts, invoices, visit instructions, parking information, FAQ, etc. 
• Finalizes and submits various reports for accounting and visitor services. 
• Maintains timely communication with group contact to answer questions and make reservation updates. 
• Contracts tour companies and travel agencies. 
• Creates and sends group confirmations. 
• Prepares monthly reports, both sales and attendance for groups. 
• Represents the Museum at local group tour industry meetings. 
• Works interdepartmentally to ensure accurate and timely communication of group tour information. 
• Coordinates requests for specialty tours that require special set-up, décor, promotional collateral, and confirmation of additional staffing. 
• Develops programs for the group market. 
• Works with the Group Sales Manager to expand customer base and increase visibility with the group tour market locally and nationally. 
• Conducts historic walking tours when needed to service the group client. 
• Assists in the development of the marketing plan for the department & the long-range plan for the Museum.
• Represents the Museum at national sales conventions, travel overnight as required. 
• All other duties as assingned 

While every effort has been made to make this description of the essential functions as complete as possible, it in no way states or implies that this is an exhaustive listing of the only duties you will be required to perform. The omission of specific statements of functions or responsibilities does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

 Expected Behaviors: 

• As a Kentucky Derby Museum employee, upholds our mission statement; whenever possible, Engage, Educate, and Excite everyone about the extraordinary experience that is the Kentucky Derby.  
• Provides excellent customer service by making a connection with customers, asking questions and listening to their needs, based on their feedback. 

Minimum Qualifications: 

• Bachelor’s degree required or equivalent hospitality experience.
• Experience working in customer service a plus.
• Prior experience working with events and/or sales preferred, but not required.
• Able to work independently and make impromptu decisions with minimum supervision.
• Strong organizational and project management skills. 

 Work Schedule:

• Approximately 40 hours per week, hours may vary, predominantly Tuesday-Saturday (open all days of the week). 
• All team members are required to work additional hours during Derby season. This includes but is not limited to working shifts on Thurby, Oaks, Derby, and the Sunday of Derby weekend. All team members are also required to work the week of the National FFA conference and Breeder’s Cup (when held in Louisville).

Working Conditions: 

While performing the duties of this position, the employee is regularly required to stand for long periods of time, walk, and climb stairs. This individual will be required to lift packages up to 25 lbs. The employee is required to have non-standard workday hours during the spring and fall sessions. All indoor spaces are air-conditioned, although some job duties may take place outside, or in another non-climate-controlled space. 

While performing the duties of this job, the employee is regularly exposed to a crowded work area. To perform this job successfully, an individual must be able to navigate a crowded area and handle a challenging workload.