FRONT DESK COORDINATOR

ArtsQuest; Bethlehem (Northampton County); On-site; USD 21,000 - 28,000; Full time

Job summary

ArtsQuest in Bethlehem, PA seeks a full-time, hourly Front Desk/Customer Service Associate to welcome guests, guide visitors, and answer inquiries about programs and events. You will handle payments, assist with retail sales, and support staff with information across ArtsQuest locations.

Ideal candidates have 2+ years in customer service, strong communication skills, and experience with ticketing systems and POS. A valid driver’s license is required for travel between sites.

Qualifications

• Minimum of two years of customer services experience required, preferably in box office, retail or similar customer-facing environment; experience with visual arts retail sales preferred.
• Excellent organizational, verbal, written and interpersonal communication skills.
• Ability to learn, utilize and train others on various software platforms, including ticketing, scheduling, and database software.
• Experience with cash handling, credit card processing and financial reporting and reconciliation.
• Proficiency with Microsoft Office Suite including Excel, Word, Outlook, and PowerPoint.
• Proficiency or knowledge of AudienceView or other ticketing/database systems is an asset.
• Proficiency or knowledge of Square point-of-sale and payment processing systems preferred.
• Demonstrated ability to accurately handle multiple priorities in a fast-paced environment.
• Ability to work independently or collaboratively as part of a team.
• Must possess a valid driver’s license and have access to reliable transportation to travel between organizational facilities as needed.

Responsibilities

• Welcome guests and provide exceptional customer experience and wayfinding.
• Assist patrons with inquiries, route communications and provide information about ArtsQuest programs and events.
• Maintain understanding of artists, exhibitions, retail offerings and studio activities across ArtsQuest locations.
• Process payments, discounts and refunds using POS and ticketing systems.
• Support studio artists with retail sales and input inventory to POS.
• Keep retail area neat and stocked; restock from overstock as needed.
• Sell and prepare sold exhibition art for pickup or shipping.
• Provide payout reports to Visual Arts, Retail and Finance teams.
• Understand facility opening/closing procedures including security and fire systems.
• Update digital signage and manage daily communications.
• Travel between ArtsQuest facilities as required.

Skills

Customer service

Communication

Cash handling

Microsoft Office

Ticketing systems

POS systems

Driver's license

Teamwork

multitasking

Tools

Ticketing software

Square POS

Scheduling software

Database software

CRM

Job description

• Welcome and orient guests providing exceptional customer experience and wayfinding guidance; offering information on ArtsQuest, its programs, classes and buildings.


• Provide communication coverage using phone and/or computer to assist patrons, inbound inquiries, send/receive information and route communications.


• Maintain a comprehensive understanding of studio visual artists, artwork collections, retail offerings, exhibitions and studio activities at all ArtsQuest locations.


• Process payments, discounts and refunds for merchandise, art sales, event tickets, class registrations, ArtsQuest gift cards, and memberships requests using POS and ticketing systems, as needed.


• Assist Studio Artists on general knowledge of retail sales opportunities and provide contact information to the Visual Arts and Retail teams working with Artists to produce saleable retail merchandise; and input said Studio Artist retail inventory to POS.


• Maintain retail area during shift in a visually appealing manner and restock inventory from overstock at location.


• Sell and prepare sold exhibition art for pick up or shipping.


• Provide retail artist and exhibition sales payout reports to Visual Arts, Retail and Finance teams.


• Possess a thorough understanding of facility opening and closing procedures including security system, fire alarm, and sprinkler system.


• Post or update digital signage with the day’s events using digital software tools on a daily basis.


• Maintain office supplies and organization for front desk area in a clean and orderly fashion.


• Ensure brochure racks are filled with current materials.


• Provide knowledge and guidance to support staff on studio visual artists, artwork collections, retail offerings, exhibitions, studio activities and programming at all ArtsQuest locations.


• Maintain Collaborate with supervisor to maintain FAQ for support staff of website quick links and building information, programs, events and class information not available via the website.

Responsibilities

• Welcome and orient guests providing exceptional customer experience and wayfinding guidance; offering information on ArtsQuest, its programs, classes and buildings.


• Provide communication coverage using phone and/or computer to assist patrons, inbound inquiries, send/receive information and route communications.


• Maintain a comprehensive understanding of studio visual artists, artwork collections, retail offerings, exhibitions and studio activities at all ArtsQuest locations.


• Process payments, discounts and refunds for merchandise, art sales, event tickets, class registrations, ArtsQuest gift cards, and memberships requests using POS and ticketing systems, as needed.


• Assist Studio Artists on general knowledge of retail sales opportunities and provide contact information to the Visual Arts and Retail teams working with Artists to produce saleable retail merchandise; and input said Studio Artist retail inventory to POS.


• Maintain retail area during shift in a visually appealing manner and restock inventory from overstock at location.


• Sell and prepare sold exhibition art for pick up or shipping.


• Provide retail artist and exhibition sales payout reports to Visual Arts, Retail and Finance teams.


• Possess a thorough understanding of facility opening and closing procedures including security system, fire alarm, and sprinkler system.


• Post or update digital signage with the day’s events using digital software tools on a daily basis.


• Maintain office supplies and organization for front desk area in a clean and orderly fashion.


• Ensure brochure racks are filled with current materials.


• Provide knowledge and guidance to support staff on studio visual artists, artwork collections, retail offerings, exhibitions, studio activities and programming at all ArtsQuest locations.


• Maintain Collaborate with supervisor to maintain FAQ for support staff of website quick links and building information, programs, events and class information not available via the website.

Brief Description

• Welcome and orient guests providing exceptional customer experience and wayfinding guidance; offering information on ArtsQuest, its programs, classes and buildings.


• Provide communication coverage using phone and/or computer to assist patrons, inbound inquiries, send/receive information and route communications.


• Maintain a comprehensive understanding of studio visual artists, artwork collections, retail offerings, exhibitions and studio activities at all ArtsQuest locations.


• Process payments, discounts and refunds for merchandise, art sales, event tickets, class registrations, ArtsQuest gift cards, and memberships requests using POS and ticketing systems, as needed.


• Assist Studio Artists on general knowledge of retail sales opportunities and provide contact information to the Visual Arts and Retail teams working with Artists to produce saleable retail merchandise; and input said Studio Artist retail inventory to POS.


• Maintain retail area during shift in a visually appealing manner and restock inventory from overstock at location.


• Sell and prepare sold exhibition art for pick up or shipping.


• Provide retail artist and exhibition sales payout reports to Visual Arts, Retail and Finance teams.


• Possess a thorough understanding of facility opening and closing procedures including security system, fire alarm, and sprinkler system.


• Post or update digital signage with the day’s events using digital software tools on a daily basis.


• Maintain office supplies and organization for front desk area in a clean and orderly fashion.


• Ensure brochure racks are filled with current materials.


• Provide knowledge and guidance to support staff on studio visual artists, artwork collections, retail offerings, exhibitions, studio activities and programming at all ArtsQuest locations.


• Maintain Collaborate with supervisor to maintain FAQ for support staff of website quick links and building information, programs, events and class information not available via the website.

Knowledge, Skills And Abilities

• Minimum of two years of customer services experience required, preferably in box office, retail or similar customer-facing environment; experience with visual arts retail sales preferred.


• Excellent organizational, verbal, written and interpersonal communication skills.


• Ability to learn, utilize and train others on various software platforms, including ticketing, scheduling, and database software.


• Experience with cash handling, credit card processing and financial reporting and reconciliation.


• Proficiency with Microsoft Office Suite of products including Excel, Word, Outlook, and PowerPoint preferred.


• Proficiency or knowledge of AudienceView or other ticketing/database systems is an asset.


• Proficiency or knowledge of Square point-of-sale and payment processing systems preferred.


• Demonstrated ability to accurately handle multiple priorities simultaneously in a professional, efficient and organized manner.


• Ability to thrive in a fast-paced customer-focused environment.


• Ability to work independently or collaboratively as part of a team.


• Must possess a valid driver’s license and have access to reliable transportation to travel between organizational facilities as needed.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Regularly required to communicate, either verbally and/or in writing. Frequently required to stand; walk, stoop, bend, crawl, kneel; use hands to finger, handle or feel; and reach with hands and arms. Frequently required to lift up to 10 pounds, and up to 25 pounds occasionally, with or without reasonable assistance.

Frequently required to travel between our facilities, using reliable transportation. Employee may
occasionally be required to travel offsite for business meetings.

Employee should have the ability to read, write and communicate in English; bi-lingual ability in Spanish or other language is a plus.

Position Type/Expected Hours of Work

This is a full-time hourly position. Position hours are Wednesdays through Sunday 8 a.m. to 4 p.m. The employee must be willing and able to work outside normal business hours to support our events and activities throughout the year as needed, including evenings, weekend and holidays when necessary and during events and festivals.

Travel

Travel is required between buildings, for off-site meetings and events and is expected for this position. Employees should have a reliable means of transportation to enable them to travel between our buildings, facilities and festivals.

Working Conditions

• ArtsQuest offices are smoke-free.


• Ability to work harmoniously in a diverse office environment


• Normal working environment is mostly indoors, however, the ability to work indoors and outdoors in all types of weather conditions during festivals and events is required.

Core Values

ArtsQuest demonstrates its Core Values of: Serve our Communities, Be Curious, Act Generously, Be Transparent and Find Joy in all aspects of our culture. It is our goal to maintain these values to consistently deliver exceptional experiences to our employees and our community.

Our employees are the most valuable assets we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their work represents a significant part of not only our culture, but our reputation and the organization’s achievement as well.

ArtsQuest is a workplace where all employees feel valued and respected whatever their age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, and/or veteran status. We embrace and encourage our employees’ characteristics that make them unique, because we value and appreciate life experiences.