Group Sales Coordinator

Cincinnati Zoo & Botanical Garden

Cincinnati (OH)

On-site

USD 42,000 - 56,000

Full time

10 days ago

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Job summary

The Cincinnati Zoo & Botanical Garden is seeking a Group Sales Coordinator to provide administrative and sales support for the Group Sales team, driving revenue through group admissions and related products. You will be a primary contact for booked groups and inquiries, delivering customized ticket packages and coordinating day-of experiences.

You will support the Group Sales Manager, manage CRM records, assist with reporting, and collaborate with internal teams to ensure smooth visits and

Qualifications

Degree or relevant coursework in Business, Sales, Marketing, Communications, Hospitality, Tourism, or related field is preferred.
Proven experience in similar role, administration and/or a customer-facing role is ideal.
Previous leadership, supervisory, or team coordination experience preferred.
Excellent computer skills; familiarity with ticketing, database, CRM systems is a plus.

Responsibilities

Serve as a key contact for booked groups and inquiries, supporting the Group Sales Manager throughout the sales and visit-planning process.
Handle guest correspondence, present customized ticket packages, and host day-of zoo experiences.
Maintain CRM records, assist with sales reporting and performance metrics.
Coordinate with internal departments to ensure smooth group arrivals and excellent guest service.
Lead the birthday party program, including scheduling and training coordinators.
Support third-party ticket administration and group ticketing processes.

Skills

Customer service

Project management

Interpersonal skills

Organizational skills

Education

Business/Marketing/Communications/Hospitality coursework

Tools

Galaxy CRM

Microsoft Dynamics

Job description

Position Summary: The Group Sales Coordinator is responsible for the administrative and support functions within the Group Sales team, which is responsible for generating revenue and delivering INSPIRED wildlife experiences through the sale of group admission tickets and related products to corporations, businesses, community organizations, travel partners, and other organized non-school groups visiting the Cincinnati Zoo & Botanical Garden.

Serving as a key point of contact for booked groups and group sales inquiries, the Coordinator supports the Group Sales Manager throughout the sales and visit-planning process. Job functions include handling guest correspondence, delivering customized ticket packages, hosting day-of zoo experiences, handling third-party ticket administration, and leading our birthday party program.

Responsibilities/Duties (including, but are not limited to)

Facilitate excellent communication with new prospects, repeat/booked clients, and internal departments to ensure smooth visits for all groups. Always represents the zoo with professionalism and positivity.
Support client retention efforts through timely follow-up to group inquiries, customized recommendations and added value offerings, proactive communication, and exceptional service before, during, and after visits.
Collaborate with all internal departments, ensuring the Zoo’s preparedness for group arrivals.
Work closely with Visitor Experience to troubleshoot guest concerns and operational issues, escalating complex sales or service matters to the Group Sales Manager, as appropriate.
Manage the administrative fulfillment of group sales from booking through visit completion, including quotes, contracts, invoicing/payments, ticket fulfillment, visit details, internal communication and Event Memo calendar updates, inventory, sponsorship deliverables, and post-visit follow-up.
Maintain accurate and timely customer, sales, and activity records in CRM and assist with sales reporting, tracking, and performance metrics.

Ticket & Partner Administration

Work closely with Zoo's Private Event & Catering partner, SSA, to generate group plans and tickets.
Handle administrative elements of third-party and other retail ticket distribution programs.

Birthday Party Program & Team Leadership

Lead the Zoo's birthday party program, including scheduling, customer and internal communication, day‑of‑coordination, quality assurance, enhancing the experience, and growing revenue.
Supervise, schedule, train, and support Birthday Party Coordinators, ensuring consistent service standards and a positive guest experience.

Operational Support & Continuous Improvement

Maintain Group Sales procedures, resources, templates, and training materials to support consistent and efficient operations.
Assist the Group Sales Manager in building efficiencies, enhancing the visitor experience, and implementing industry best practices.
Provide support for the Special Events Team, as needed.
Perform other duties and special projects that support group sales objectives and the Zoo's mission.

DESIRED QUALIFICATIONS

Education & Experience

Degree or relevant coursework in Business, Sales, Marketing, Communications, Hospitality, Tourism, or related field is preferred.
Proven experience in similar role, administration and/or a customer-facing role is ideal.
Previous leadership, supervisory, or team coordination experience preferred.
Excellent computer skills required; Familiarity with ticketing, database, CRM systems a plus (i.e. Gateway’s Galaxy and Microsoft Dynamics).
Equivalent combinations of education and experience sufficient to successfully perform the essential duties of the job will be considered.

Required Knowledge, Skills & Abilities

Demonstrated understanding and acceptance of the Core Values and Behaviors of the Cincinnati Zoo & Botanical Garden. Lives these on a day-today basis, “Modeling the Way” for others.
Have a demonstrated affinity for the Mission of the Cincinnati Zoo & Botanical Garden.
Customer service and continuous improvement mindset to always enhance the experience for attendees.
Excellent attention to detail, project management and interpersonal & organizational skills.
The ability to meet deadlines and shift priorities in a rapidly changing environment.
Must be able to work independently with little supervision but also collaborate in a team setting.
Strong oral and written communication skills; strong organizational, teamwork, and customer service skills are essential.
Requires a positive individual who is highly professional, motivated, proactive, and helpful, who is able to gain cooperation through expertise, credibility, and building positive working relationships.
Appropriate professional appearance, attitude and personality to work effectively with Zoo staff members, guests and the public. Be timely and reliable in attendance and performance.

Working Conditions/Other Requirements

Employment is contingent upon successful completion of a post-offer, pre-employment drug & nicotine screen, TB test, and background check.
While performing the duties of the job, the incumbent is regularly required to stand, walk, and perform physical labor to assist with event set-up.
The candidate may be exposed to outside weather conditions.
Must be able to lift/move/carry up to 35 pounds without assistance.
Must possess a valid driver’s license and be insurable to drive a Zoo vehicle.
Ability to work nights/weekends/holidays and long hours, when required for events.
Must also have manual dexterity to use a computer mouse and keyboard.

Position Details:

This position is full-time, hourly/non-exempt, and eligible for the Zoo's benefit programs for non-union employees at the first of the month following date of hire.