Administrative Assistant

Lodging Hospitality Management Corporation; Northern (KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Lodging Hospitality Management Corporation seeks a Guest Services/Operations Coordinator at the St. Louis Aquarium at Union Station in Missouri.

The role focuses on delivering a professional guest experience, providing accurate information, and serving as a central communication hub for aquarium operations. Responsibilities include managing Will Call, coordinating with marketing, procuring supplies, handling invoices, maintaining access card systems, and ensuring timely responses to guest

Qualifications

• Experience in customer, retail or guest services roles preferred.
• Excellent verbal and written communication skills required.
• Strong listening, presentation and decision-making skills.
• Ability to anticipate guests’ needs.
• Technically minded with ability to learn web-based customer service software.
• Creative problem solver who thrives with challenges.

Responsibilities

• Maintain inventory at the St. Louis Aquarium sales point.
• Coordinate Will Call tickets with Marketing and other departments.
• Assist management with procurement of supplies.
• Manage invoice approval process.
• Operate access card programming and stock blank cards.
• Answer calls for the Aquarium and Union Station, transfer as needed.
• Respond to guest emails promptly and track inquiries.
• Maintain office supplies and vendors relationships.
• Create daily operations reports on attendance and events.
• Support departments to ensure a seamless guest experience.

Skills

Customer service

Communication

Active listening

Problem solving

Organization

Technical aptitude

Tools

Web-based software

Job description

Job Details: Job Location: St Louis Aquarium at Union Station - St Louis, MO, Salary Range: Undisclosed

Position Summary

This position will serve as the communication hub for Aquarium operations in a professional and courteous manner. This role will also deliver a positive guest experience, by providing accurate information in the most efficient way possible .

Duties & Responsibilities

• Maintain the St. Louis Aquarium sales point inventory.
• Coordinate with the Marketing and other departments to ensure Will Call tickets are at the box office.
• Assist the management team with the procurement of supplies.
• Assist the Executive Director.
• Manage invoice approval process
• Manage access card programming; ensure blank access cards are stocked at all times
• Adhere to company policies and procedures.
• Answer all phone calls for both the St. Louis Aquarium and the St. Louis Wheel.
• Transfer calls as appropriate.
• Answer general questions in a timely and accurate manner, keeping guest relations as a top priority.
• Utilize web-based software to keep track of all incoming guest emails and respond in a timely manner.
• Maintain an inventory of office supplies and place replacement orders as needed.
• Serve as main point for in-house radio communications, including general staff inquiries and emergency response.
• Keep up-to-date with all new animals within the Aquarium.
• Distribute incoming US mail, delivery and courier packages. Place correct postage on outgoing US mail and have mail ready for pick-up by the designated time each day. Manage vendor relationships with other delivery and courier vendors.
• Create daily operations report to inform staff of projected attendance, events, and other happenings which would affect Aquarium operations.
• Assist staff members with preparation of materials that can be efficiently handled at the reception desk. May include database input as well.
• Work closely with all internal and external departments to foster an outstanding and seamless guest experience throughout Union Station.
• Be part of a team that motivates and inspires each other to perform at their very best, through respect and frequent communication.
• Assist in other departments as required .

Qualifications

Experience, Skills & Qualifications

• Previous experience in a customer, retail or guest services position preferred.
• Excellent verbal and communication skills required.
• Strong listening, presentation and decision‑making skills.
• Ability to anticipate guests’ needs.
• Technically minded, with ability to learn web‑based customer service software.
• Creative problem solver who thrives when presented with a challenge.
• Energetic and eager to tackle new projects and ideas.

Abilities

• Ability to sit for long periods of time.
• Ability to read, listen and communicate effectively in English, both verbally and in writing.
• Ability to access and accurately input information using a moderately complex computer system.
• Hearing and visual ability to observe and detect signs of emergency situations.
• Ability to lift and carry up to 30 pounds.