Group Sales & Reservations Representative

RP Illusions Corp; Scottsdale (AZ); On-site; USD 22,000 - 30,000; Part time

Job summary

Museum of Illusions in Scottsdale, AZ seeks a detail-oriented, part-time Group Sales & Reservations Representative. You will handle a high volume of small group bookings from inquiry to payment with accuracy and a friendly, professional tone.

Responsibilities include processing quotes, deposits, and invoices, converting inquiries into confirmed reservations, and coordinating with on-site teams to ensure smooth visits for groups.

Qualifications

• 1+ years of customer service, order entry, reservations, or data entry experience.
• Strong typing and data entry with high attention to detail.
• Ability to work quickly in a fast-paced, high-volume environment.
• Clear, professional written and verbal communication.

Responsibilities

• Process small group bookings and reservations with accuracy.
• Convert inquiries into confirmed reservations with quotes and payment links.
• Verify group size, dates, pricing, and special requests before finalizing.
• Manage deposits, payments, invoices, and refunds per policy.
• Maintain CRM records and support daily reporting and reconciliation.

Skills

Customer service

Data entry

Attention to detail

Communication skills

Microsoft Office / Google Workspace

Education

High school diploma or equivalent

Tools

CRM systems

Ticketing platforms

Job description

About Museum of Illusions

About Museum of Illusions Museum of Illusions is the world's largest privately owned museum chain, with 70+ locations across five continents and 28 countries and more than 28 million visitors. Our interactive exhibits use science and wonder to change how people see the world. We're growing fast, with new locations opening regularly, and our group business is a major part of that growth.

Position Summary

Position Summary We're looking for a detail-oriented, personable part-time Group Sales & Reservations Representative to join our office team. You'll handle a large volume of small group bookings, moving each one from inquiry to confirmation to payment quickly and accurately. Success in this role comes from consistency and speed: every booking is simple on its own, but the volume demands precision, organization, and a friendly, professional tone with every customer.

Key Responsibilities

• Small group order and reservation processing Enter, verify, and process a high volume of small group bookings, quotes, and orders daily with a high degree of accuracy
• Convert inbound inquiries into confirmed reservations by sending quotes, confirmations, and payment links promptly
• Confirm group size, arrival date and time, pricing, and any special requests before finalizing
• Process deposits, final payments, invoices, refunds, and adjustments according to company policy
• Track payment deadlines and follow up on outstanding balances
• Manage changes, additions, and cancellations as group counts shift
• Meet daily processing targets and turnaround-time standards
• Group customer support Respond to inquiries by phone, email, and chat about availability, group rates, pricing, and visit logistics
• Send arrival instructions and visit details to group leaders ahead of their visit
• Resolve booking discrepancies and elevate unusual or large-scale requests to the Group Sales Manager
• Maintain a courteous, solution-focused tone in every interaction
• Sales support and coordination Qualify leads and log them in the CRM, including group size and preferred dates
• Coordinate with on-site operations teams to confirm capacity, timing, and special requests
• Send pre-arrival reminders and post-visit follow-ups to encourage repeat bookings
• Identify upsell opportunities, such as larger group sizes, add-ons, and return visits
• Records and administration Maintain accurate customer, booking, and payment records in the CRM and reservation/ticketing system
• Assist with daily reporting, data clean-up, and end-of-day reconciliation
• Flag recurring errors or process improvements to leadership

Qualifications Required

• High school diploma or equivalent
• 1+ years of customer service, order entry, reservations, or data entry experience in an office setting
• Strong typing and data entry skills with exceptional attention to detail
• Comfort working at a fast pace in a repetitive, high-volume environment
• Clear, professional written and verbal communication skills
• Proficiency with Microsoft Office or Google Workspace
• Ability to work reliably during scheduled hours
• Preferred Experience with CRM and ticketing or reservation platforms
• Background in group sales, attractions, hospitality, or live entertainment
• Familiarity with deposits, invoicing, and basic payment reconciliation
• Bilingual (English/Spanish/French) is a plus

Skills and Competencies

• Accuracy: Catches errors before they reach the customer
• Speed with quality: Keeps pace through high volume without sacrificing precision
• Organization: Manages many bookings, deadlines, and group leaders at once
• Service mindset: Warm, patient, and solution-focused
• Sales awareness: Spots opportunities to grow group size and drive repeat visits
• Teamwork: Works closely with sales, finance, and on-site operations

Performance Measures

• Booking and order accuracy rate (target: [98-99]%+)
• Group bookings processed per shift
• Inquiry-to-booking conversion rate
• Average response time on group inquiries
• On-time collection of deposits and balances
• Customer satisfaction scores

Working Conditions

• Office environment with extended periods of sitting and computer use
• Fast-paced, high-volume workflow, with peaks during holidays, school breaks, and summer
• Extended use of computer and phone headset

Equal Opportunity Employer

Museum of Illusions is an equal opportunity employer. We celebrate diversity and are committed to an inclusive workplace for all employees.

Company Overview

Museum of Illusions is the world's largest and fastest growing museum chain, with over 70 locations worldwide. We have welcomed over 20 million visitors globally since 2015! Museum of Illusions is a visual, sensory, and educational entertainment experience designed to engage your sense of wonder and shift your perspective through the science behind optical illusios. Our team is passionate about delivering seamless, guest first experiences from the moment a ticket is purchased to the final exhibit walked through. Our corporate team is the engine behind our continued growth, providing the strategy, support, and innovation that empower our museums around the world. Join us and help shape the future of Museum of Illusions while making a meaningful impact across our global organization.

Muzej iluzija najveći je i najbrže rastući lanac muzeja na svijetu, s više od 70 lokacija diljem svijeta. Od 2015. godine ugostili smo više od 20 milijuna posjetitelja na globalnoj razini! Muzej iluzija pruža vizualno, osjetilno i edukativno iskustvo zabave osmišljeno kako bi potaknulo vašu znatiželju i promijenilo vašu perspektivu kroz znanost koja stoji iza optičkih iluzija. Naš je tim strastveno posvećen pružanju besprijekornog iskustva u kojem su gosti na prvom mjestu – od trenutka kada kupe ulaznicu pa sve do posljednjeg eksponata koji razgledaju. Naš korporativni tim pokretačka je snaga našeg kontinuiranog rasta, pružajući strategiju, podršku i inovacije koje osnažuju naše muzeje diljem svijeta. Pridružite nam se i pomozite oblikovati budućnost Muzeja iluzija, istovremeno ostvarivati značajan utjecaj u cijeloj našoj globalnoj organizaciji.