Reservations & Sales Coordinator

Job Description

REQUIREMENTS

• Proven reliability to consistently execute recurring processes without prompting
• Strong written and verbal communication skills; comfortable on the phone with both vendors and prospective clients
• Comfortable learning and navigating multiple software platforms independently including our booking system, CRM, website CMS, and OTA portals)
• Comfortable using email and basic spreadsheets
• Highly organized with strong attention to detail
• Prior experience in sales, outreach, customer service, hospitality, or reservations preferred; website/CMS or digital platform experience a plus
• Interest in or familiarity with Philadelphia’s food and culture scene a plus
• Reliable availability during business hours, including some weekend responsiveness

RESPONSIBILITIES

1. Reservations & Daily Operations (primary responsibility)

• Execute our established daily and weekly vendor coordination schedule. This includes confirming food orders and reservations with partner restaurants on specific days/times for each tour.
• Manage tour bookings and calendar across our booking platform and third-party affiliate channels, including manual updates needed for certain partners
• Communicate with Tour Guides regarding schedules, allergy notes, and any day-of logistics changes
• Monitor and respond to customer inquiries by phone/email/text in a timely manner
• Apply established policies consistently (cancellations, trip protection, refunds) and know when to escalate judgment calls

2. Private Event Inquiries (secondary responsibility)

• Respond timely to inbound private event inquiries gathering key details
• Oversee the progression of furthering group inquiries in the pipeline by following up, scheduling calls, sending booking forms for standard event quotes using our rate card, and tracking all leads and communications
• Hand off qualified opportunities to the Owner for final pricing

3. Digital Operational Projects (periodic)

• Audit and make routine updates to our website
• Keep tour listings, pricing, and content accurate and synced across our booking platform and other third party channels
• Monitor publicly-posted reviews
• Support occasional projects

4. Outbound Private Event Lead Generation (fills in remaining time)

• Build and maintain lists of prospective clients
• Conduct proactive outbound outreach to generate new private event leads
• Follow up on warm leads and past inquiries to keep the pipeline growing

5. General

• Maintain timely, organized follow-up on all open items – nothing falls through the cracks
• Keep relevant stakeholders informed/copied on communications as appropriate
• Build rapport with vendor partners to keep relationships strong

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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