Sierra 2 Center for the Arts & Community is looking for a rock-star customer service team member for the position of Booking Specialist. This is a Full Time, fully benefited position in a dynamic, vibrant and growing nonprofit organization.
As a Booking Specialist, you will provide exceptional service to our guests and visitors throughout the interactive process of making Sierra 2 Center their place for events, meetings, classes, and community engagement. You will assess their needs, provide informative tours of the property, create contracts and invoices, handle money, communicate with a broad range of individuals, businesses and groups, use scheduling tools and assist with maintenance of booking and events calendars.
If you have strong customer service skills, knowledge of databases and standard computer programs, are professional, organized, detail oriented, and choose to make FUN part of your work every day, we want you! Sales, rental booking, or call center experience preferred but not required.
Established in 1981, Sierra 2 Center for the Arts & Community was born to facilitate and develop artistic, cultural, social, recreational and educational opportunities for Sacramento and the broader Sacramento region. Operating under the Sierra Curtis Neighborhood Association umbrella, we also provide advocacy, a community voice, and a gathering place for 5000+ residents of historic Curtis Park focusing on enriching quality of life in the neighborhood through such areas as protection of trees and natural habitat, park care and usability, traffic, crime, and City bike/pedestrian planning.
Qualified candidates can submit a resume and cover letter in the following ways:
- Email: jobs@sierra2.org; Subject “Booking Specialist”
- Mail/In person: 2791 24th St., Sacramento, CA 95818
DEPARTMENT: OPERATIONS, REPORTS TO: EXECUTIVE DIRECTOR, STATUS: NON-EXEMPT
SUMMARY
Provide booking and rental information to facility users and prospective renters. Perform facility tours with prospective renters. Create and update booking contracts in the bookings system and database. Process and post payments for bookings. Select and confirm bookings based on event size, needs, and available space. Maintain booking calendar and database. Offer guidance on event organization, set up and scheduling parameters to renters and prospective. Coordinate equipment, furniture, and supply needs with renters and Facility Monitors to ensure adequate inventory. Perform a variety of administrative and clerical duties that may include researching/compiling information; coordinating and sending mass mailings; coordinating activities between areas of operations and/or outside services; Maintain data; generate and format reports and other documents using a full range of computer software skills including spreadsheets, word processing, desktop publishing, database management, presentation software, etc. Clerical duties include such tasks as answering telephone, taking and delivering messages, setting up and maintaining files, sorting mail, preparing routine correspondence.
SUPERVISION RECEIVED AND EXERCISED
General supervision is provided by a higher level position, usually the Executive Director. There are no supervisory responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Depending upon assignment, duties may include but are not limited to, the following:
- Provide exceptional customer service to those contacted in the course of work, offering facility tours, providing rental and facility information, and assistance with scheduling, booking, and event set ups.
- Provide booking and rental information to facility users and prospective renters.
- Create and update booking contracts in the bookings system and database.
- Process and post payments for bookings; perform follow up for payments due.
- Research/compile information
- Prepare, coordinate, and send routine correspondence and mass mailings
- Coordinate activities between areas of operations and/or outside services
- Coordinate equipment, furniture, and supply needs with renters and Facility Monitors to ensure adequate inventory for volume of rentals. Make recommendations to resolve anticipated conflicts.
- Offer guidance about event organization, set up and scheduling parameters to renters and prospective renters.
- Maintain data
- Generate and format reports and other documents using a full range of computer software skills including spreadsheets, word processing, desktop publishing, database management, presentation software, etc.
- Answer telephone and make outgoing calls
- Take and deliver messages
- Set up and maintain files, in hard copy and electronic format.
- Identify, enforce, and adhere to health, safety, and other regulations.
- Maintain confidentiality, especially related to sensitive organizational, customer, and other generally private information.
- Proactively use commonly accepted practices that conserve energy and promote environmental conservation.
- Perform related duties as assigned.
QUALIFICATIONS
Knowledge of:
- Principles and techniques used in organizing, coordinating, and maintaining files and filing systems.
- Principles and techniques used in invoicing, recording and reconciling payments, and handling money in various forms
- Facility layout, room configurations and dimensions, and general operations of the facility
- Scheduling, calendars and booking systems.
- Room diagrams and event set ups.
- Principles and techniques used in organizing, coordinating, and maintaining rental bookings.
- Computers and common software packages, including electronic communication devices and database records.
- Customer service techniques.
Ability to:
- Perform mathematical calculations and reconciliations manually and with a calculator
- Record, organize, and file relevant information and data.
- Respond to public inquiries and complaints in an effective and tactful manner.
- Process payments, event set up requests, booking contracts, and supply orders by phone, mail, and electronically.
- Inventory supplies, anticipate needs, and re-order in a timely manner.
- Print, copy and coordinate distribution of documents, including various types of correspondence
- Prioritize work loads and tasks, adhering to task schedule requirements while being faced with interruptions and distractions
- Establish and maintain effective relationships with those contacted in the course of work.
- Work irregular shifts including evening, weekends, and holidays.
- Work under time pressure.
- Work in a busy office environment with constant distractions.
EXPERIENCE AND EDUCATION
Experience
- One year of experience in a call-center or facility rental environment with booking and calendar coordination responsibilities.
- Education: High School diploma or equivalent. Experience can substitute for the education on a year-for-year basis.
PHYSICAL REQUIREMENTS:
- Standing: up to 2/3 of working time;
- Walking: up to 1/3 of working time;
- Sitting: 2/3 and more of working time;
- Talking and hearing: over 2/3 of working time;
- Using hands to finger, handle, and feel: over 2/3 of working time;
- Climbing /balancing: rarely;
- Stooping, kneeling, crouching, crawling: less than 1/3 of working time;
- Reaching with hands and arms: up to 2/3 of working time;
- Lifting up to 25 lbs: less than 1/3 of working time;
- Lifting over 25 lbs: rarely; and
- Using close vision and adjusting focus (for reading and writing): over 2/3 of working time.
MENTAL REQUIREMENTS:
- Analytical skills (analyzing information: calculating, comparing, editing, evaluating, interpreting, organizing);
- Understanding/interpreting written information (e.g. written documents);
- Understanding/interpreting other visual information (e.g. maps, diagrams);
- Understanding/interpreting oral information (e.g. spoken questions, directions);
- Communicating information to others in writing (e.g. documenting information);
- Communicating information to others verbally (e.g. conversing, explaining);
- Problem solving: (technical issues, supply needs, public relations);
- Planning skills (e.g. identifying the issue, creating a plan, communicating it to others, reporting on results);
- Coordinating the work of other employees;
- Ongoing decision making;
- Concentrating and focusing on tasks despite interruptions;
- Basic mathematical skills to handle financial responsibilities; and
- Emotional/psychological factors:
- Coping with stressful situations (e.g. regularly working under time Pressure, high volume of public interactions, multi-tasking)
- Handling difficult public contacts (e.g. angry client)
- Handling money
- Concentration (e.g. constant flow of distractions ranging from phone calls to drop-in visitors to passersby)