Position Purpose:

Visitor Services and Gift Shop Coordinator is responsible for coordination and supervision of the front desk, gift shop and rental coordinator. Services areas to ensure top quality guest service standards are met, and assists with the facilitation of museum special events.

Primary Functions:

• Oversee the front desk operations including the management & inventory for the gift shop
• Assist at the front desk to ensure that all museum guests have a good experience from arrival to departure
• Check-in groups, greet and direct guests and assisting with admission or membership purchases
• Sell store merchandise, event tickets and memberships through the museum POS system
• Tally, track and report Event RSVP’s and attendance
• Prepare monthly attendance reports, including museum visitor statistics: event and program attendance data and store/online sales
• Perform daily opening, closing and reporting procedures
• Build and maintain a positive relationship with all museum volunteers and staff
• Maintain, analyze and report all financial records relevant to the front desk, gift shop and membership operations daily
• Assist with the coordination of museum special events, evenings may be needed occasionally
• Support membership department
• Attend staff meeting, take and report minutes
• Submit weekly financial reconciliations to Administration department
• Oversee the gallery space and ensures that facilities are fully functioning
• Maintain and organize restrooms (toilet paper, paper towels, empty trash cans)
• Report any facility issues to Administration
• Distribute mailing for all departments using the Mailbox
• Distribute arriving packages using email notifications to each department. Each department is responsible for picking them up at the front desk
• Work with internal departments to ensure that the front desk has up-to-date information regarding membership and store sales

Gift Shop

• Reconcile Gift Store weekly and monthly sales
• Order and receive inventory, processes, and prices
• Vendors Process
• Explain process
• Overview, consignment agreement and contract
• Design Display (working with Design department)
• Research store merchandise consignment opportunities

• Item Process
• Items/objects/artwork reception and display
• Codification
• Enter and update inventory list and sales receipts on Quick Books daily and weekly
• Filling out forms and keeping an inventory list
• Keep, clean and organize the store
• Rotate inventory, switch, display and decorate gift shops according to current exhibit
• Design displays, update for exhibits and holidays, as well as any other special event
• Promote gift shop’s items and artists on social media (working with communication department)
• Monthly profit gift shop reports
• Monthly vendor payment reports
• Data entry, statistical analysis and reporting of inventory and sales monthly

Coordinate our contractor for Facility Rentals

• Responsible for securing and organizing facility rentals
• Ensuring the contract is upheld by both parties
• Communicate with guests properly throughout the rental process
• Request and contract “Event Coordinator” to cover the event
• Request the invoice to contractors and send it to Finance for payment
• Confirm that the rental payment has been fulfilled by the renters
• Follow up with a survey for feedback with the rental party

Skills and Abilities:

• Excellent organization and time management skills
• Proven ability to foster effective working relationships with volunteers and staff
• Proficient with all Microsoft Office programs
• Engaging presentation for all visitors

Qualifications:

Education or formal training: Bachelor’s Degree (preferred) from an accredited University or College.

Work schedule is Tuesday through Sunday, (Tuesday – Friday, 11.00 am – 6 pm / Saturday and Sunday 11 – 5 pm), but may require other days and evenings to accommodate museum special events.

Salary:

Full-time position 40 hours a week, $18.50 an hour. Health benefits, vacation and time off.

It is the policy of Museo de las Americas to prohibit discrimination against any person or organization based on age, race, sex, color, creed, religion, national origin, sexual orientation, transgender status, gender identity, gender expression, ancestry, marital status, gender, veteran status, political service, affiliation or disability.