JOB DESCRIPTION – Essential Job Responsibilities:

As a member of the Bishop Museum Visitor Services, one of Hawaii’s treasured historic attractions, and becoming one of the first point of contact receiving facility rental requests, this position is responsible for creating an experience unique to accommodating and delivering outstanding customer service by sharing the “aloha spirit” with their invited guests. In addition, this position is also responsible for the efficient expedition of ensuring Guest satisfaction and upholding commitments to our valued client.

Under limited supervision, coordinates, oversees, and/or performs a wide variety of administrative, fiscal, and program support activities for the Visitor Services Department.  Serves as the primary point of operational and administrative contact for Visitor Services Department and PBX phone system.  Develops and manages all formal records and archives of the Visitor Services Office.  Oversees and/or participates in the coordination and completion of special projects and events. More specifically:

• Assists VS Director in overseeing developed sales packages for Bishop Museum, Hawaii Maritime Center, Amy Greenwell Gardens.
• Assist Director in overseeing all revenue events, producing and maintaining multiple reports by all categories as requested, i.e., event hard costs vs. actual labor cost; weekly, monthly and annual reports of total revenue and guests by destination, by group type, etc.
• Assist with development and processing of direct mail pieces.
• Coordinates the division’s volunteers for events.
• Acts as the counterpart with Event Planning for facility rentals.
• Process payments from clients for facility rentals and packages using Point of Sale and manual systems and ensure proper cash handling procedures.  This includes, but is not limited to, calculating sales discounts (if applicable), totaling pricing, accepting payments and making correct change for our clients.
• Process all expense reports, travel expense reports, and other paperwork for the department
• Assists in processing department purchasing paperwork in an efficient and timely manner.  This includes processing purchase orders, invoices, TARs, credit card bill, and cash receipts.
• Assists in monitoring inventory of equipment and supplies initiate purchasing transactions.  Use discretion in justifying purchases against needs and budget constraints.
• Ensures that all client receives outstanding Guest Service by creating a friendly environment to include greeting and acknowledging every Guest, maintaining outstanding standards, solid product knowledge and all other professional components of Guest Service.
• Educates Guests on the Museum’s history, campus layout, restroom locations and the location of other amenities, and applicable policies. 
• Accurately and expeditiously, answer Guest’s questions, such as the location, price, and use of facility. Accompany guest for a site inspection to each venue available or selected by guest, in the case the Coordinator is not available.
• Fields and assists in the process of customer service and sales via phone and internet inquiries.  
• Assist with site inspections and provide information to clients as needed.
• Under direction of Director, coordinate all in-house activities/meetings needs.
• Performs general housekeeping to maintain a clean and orderly appearance in Guest areas, including office and rental venues.  
• Understands and complies with all Company policies, procedures and practices.  And perform tasks in a safe manner.
• Assists team members with opening and closing of office and ensuring all required tasks are completed.
• Assists with the accurate maintaining of sales and records.
• Assists in servicing clients, prospective customers and informational needs to include preparing contracts for VS Director.
• Works along side operations staff assisting with Facility Rentals and Events.
• Generates performance reports.
• Assists other staff with department tasks as needed.
• Other tasks, as assigned.

QUALIFICATIONS:

1. §      Minimum 3 year prior experience in a yield management environment.
2. §      Minimum 3 year prior experience in a fast paced Guest Service environment.

EDUCATION:

1. §      Bachelors degree in Business or the equivalent in work experience.
2. §      Ability to read/write/speak and communicate clearly in English.

KNOWLEDGE, SKILLS, & ABILITIES:

1. §         Ability to process information and merchandise through computer point of sale and manual systems.
2. §         Ability to understand, retain, and effectively communicate information about the Museum’s history, grounds, exhibits, merchandise, events, and policies to team members and visiting Guests in a polite and professional manner with the “aloha spirit” under stressful conditions.
3. §         Ability to work with minimum amount of supervision.
4. §         Ability to multi-task and prioritize workload with thorough completion in a timely manner.

• Proficient in Excel, Word, PowerPoint, Outlook Calendar, and Publisher
• Ability to accurately and efficiently operate and use all equipment necessary to perform duties and responsibilities.
• Demonstrate an outgoing and fun-friendly personality.
• Demonstrate a strong work ethic by taking the initiative to identify departmental needs and assisting with or taking ownership, correcting or implementing steps to remedy or improve the work environment, process, Guest experience, etc.
• Ability to work flexible schedule: varied hours/days/evenings/weekends as business dictates.

Other Requirements

• Professional appearance
• Good attendance
• Valid Hawaii Driver License

 

PREFERENCES:

• Knowledge of Hawaiian culture and history.
• Hawaiian and Japanese language proficiency