Sales Coordinator

About City Museum: City Museum is one of St. Louis’ most beloved and unique attractions, welcoming hundreds of thousands of visitors each year. It’s a place where imagination runs wild, offering an eclectic blend of art, architecture, history, and play. In addition to daily visitors, City Museum serves as a destination for group outings, corporate events, field trips, and private rentals.

About the role

City Museum is seeking an organized and customer-focused Sales Coordinator to support our growing Sales & Marketing team. This individual will manage the booking and servicing of group sales accounts, maintain group-related ecommerce products, and ensure seamless communication and coordination of group visits with internal departments. The Sales Coordinator also plays a key role in calendar management, administrative support, and delivering an exceptional experience to groups before, during, and after their visit. This role is a key contributor to prospecting for new event rental business via email and is accountable for enforcing all museum policies and procedures while maintaining guest satisfaction.

Reports to: Group and Event Sales Executive

Responsibilities

• Respond to inbound group sales inquiries and process orders for group visits from start to finish (field trips, corporate groups, tour operators, school groups, etc.)
• Prospect outbound event sales opportunities
• Manage all leads through the sales process in CRM
• Create collateral to support event sales prospecting and execution
• Prepare group orders, invoices, confirmations, and event details
• Manage group order records and maintain accurate account information in City Museum Group Sales system
• Set up and manage ecommerce products related to group sales (online group tickets, packages, catering, add-ons, etc.)
• Monitor both in-house and ecommerce sales reports and product performance
• Coordinate with Marketing and Ticketing to ensure product accuracy and availability
• Maintain weekly group visit calendar details and distribute to museum departments
• Coordinate group arrival times, bus parking needs, and special requests (particularly dietary requests)
• Service accounts by coordinating the event at the museum, both in planning and day of event
• Assist with servicing accounts throughout all stages of the sales process
• Create and deploy post-visit follow-up surveys and gather feedback
• Support repeat and renewal sales efforts for existing group clients
• Create and deploy lead prospect emails for new group clients
• Provide administrative support to the Group and Events Sales Executive as needed (processing payments, sending memos, creating floorplans, executing events, etc.)
• Submit weekly sales and revenue reports to Director of Sales and Marketing
• All other duties as assigned by Director of Sales and Marketing

Requirements

• 1-3 years of relevant experience in sales coordination, event coordination, or a related customer service role (experience in a museum, attraction, hospitality, or tourism setting preferred)
• Bachelor’s degree preferred
• Excellent communications skills, both verbal and written
• Ability to manage multiple priorities in a fast-paced environment
• Must be extremely organized and detail-oriented
• Must demonstrate outgoing personality and professional appearance
• Ability to work flexible hours, including some evenings, weekends, and holidays as required by group bookings and events
• Must be at least 21 years of age
• Strong working knowledge of Windows with main attention to Word, Excel, and PowerPoint
• Working knowledge of basic customer relationship management programs

Benefits

• Full benefits package available, including health, dental, vision, 401(k), and paid time off
• The opportunity to work with a unique and culturally significant institution
• A supportive and collaborative work environment