Job Title: Visitor Services Coordinator

Department: Visitor Services
Reports To: Financial and Accounts Manager & COO
Employment Type: [Full-Time / Part-Time] 33 hours a week.

Position Summary

The Visitor Services Coordinator oversees daily front-of-house operations, including the Front Desk, Gift Shop, and coordination with Facilities and Rentals. This position ensures a welcoming, efficient, and professional experience for all museum visitors while supporting museum programs, special events, and administrative reporting. The role requires strong customer service skills, organizational ability, and attention to detail.

Essential Duties and Responsibilities

Visitor Experience & Front Desk Operations

• Serve as the primary point of contact for museum visitors, providing courteous and knowledgeable customer service.
• Greet and assist guests to ensure a positive experience from arrival to departure.
• Staff the front desk and respond to visitor inquiries in person, by phone, and via email.
• Check in tour groups and program participants; manage guest lists for special events.
• Perform daily opening and closing procedures, including gallery and exhibit readiness checks.
• Maintain accurate and current information at the front desk regarding memberships, programs, and gift shop sales.

Administrative & Financial Responsibilities

• Prepare and submit monthly reports, including museum attendance and gift shop sales data.
• Complete weekly financial reconciliations and submit documentation to the Administration department.
• Distribute internal mail and coordinate package notifications to departments.

Facilities & Gallery Oversight

• Monitor gallery spaces and public areas to ensure cleanliness, safety, and proper functionality.
• Restock restroom and kitchen supplies and remove trash as needed.
• Identify and report facility maintenance issues to Administration in a timely manner.

Programs & Special Events Support

• Assist with planning, coordination, and execution of museum programs and special events.
• Provide evening or occasional after-hours support as required by programming needs.

Membership & Retail Operations

• Promote and process museum membership sales.
• Oversee daily gift shop operations, ensuring accuracy and customer service standards.

Gift Shop Responsibilities

• Reconcile weekly and monthly gift shop sales.
• Manage vendor relationships and processes, including consignment agreements and contracts.
• Maintain accurate sales records and support inventory oversight.

Required Qualifications

• Associate’s or bachelor’s degree preferred.
• Minimum of 2 years of experience in customer service, visitor services, retail, or administrative support.
• Strong interpersonal, organizational, and communication skills.
• Proficiency with point-of-sale systems and basic office software (e.g., email, spreadsheets).
• Ability to handle cash transactions accurately and responsibly.
• Bilingual English / Spanish.

Physical & Work Environment Requirements

• Ability to stand for extended periods and move throughout museum spaces.
• Availability to work occasional evenings, weekends, or special events.

Core Competencies

• Customer Service Excellence
• Attention to Detail
• Time Management
• Team Collaboration
• Problem Solving