The Coordinator plays a key role in helping to grow and sustain the Business Development department’s many activities, including internal and external events, public programs, group sales (onsite and online), and database administration. A strong multitasker and communicator, this position works closely with all members of the department to field customer inquiries, serve as a point of contact for internal and external partners, process payments and facilitate contracts, and provide on-site support for events.
Established as an educational institution, the Barnes Foundation carries out its mission by promoting appreciation of the arts and horticultural science, through the preservation, presentation, and interpretation of the collections of Albert C. and Laura L. Barnes.
Celebrated for its exceptional breadth, depth, and quality, the Barnes Foundation’s art collection includes works by some of the greatest European and American masters of impressionism, post-impressionist, and early modern art, as well as African sculpture, Pennsylvania German decorative arts, Native American textiles, metalwork, and more.
The Foundation engages diverse audiences through its exceptional collections and related high-quality programs that reflect a broad range of periods and cultures and build on the founders’ innovative educational vision of transforming lives through the arts and horticulture.
Job Specific Competencies:
- Performs day-to-day administrative activities for the business development team including but not limited to answering phones, responding to email, delivering messages, handling mail, filing, maintaining office supplies, preparing mailings.
- Assists the department with on-site event management as needed and assigned.
- Serves as first point of contact for prospective event clients, sharing appropriate pricing information and connecting client with Barnes and catering vendor sales representatives.
- Maintains accurate records of sales leads EMS and Sales Force databases.
- Attends weekly Event Operations meetings and produces daily and weekly reporting.
- Facilitates all invoicing, confirmation correspondence and payment reminders. Accurately tracks and manages all payments for Events, AV and Group sales in sales database.
- Performs financial procedures: deposits, reconciliations, and financial reporting Demonstrates a broad range of people skills necessary to communicate across all levels of the institution, demonstrating highest standards of professionalism, protocol awareness, and customer service in dealings with trustees, members and VIP guests; educational institutions and governments; local and regional partners; the Barnes staff, volunteers, interns, vendors; and the general public.
- Demonstrates knowledge of The Barnes Foundation and a desire to actively learn about the institution and the collection and share its mission with the public.
- Availability to serve as Manager on Duty for events outside the M-F/9-5 workday with advanced notice.
- Completes administrative special projects and other duties as requested.
Skills and Knowledge:
- High school graduate, or equivalent.
- Enjoys interacting with people, 2+ years’ work experience in customer service, catering, events or sales.
- Strong communication skills, demonstrated by an ability to write professional efficient communications for individuals and/or groups. Clear, concise, and pleasing speaking manner. Excellent listening comprehension.
- Outgoing personality with excellent people skills. Ability to provide pleasant, professional, customer focused service to a diverse constituency desirous of extensive personal attention.
- Highly organized, with meticulous attention to detail. Ability to understand and retain a significant amount of detailed information and appropriately apply it to a variety of customer interactions.
- Demonstrated ability to oversee multiple responsibilities, maintain focus in a distracting work environment, and prioritize responsibilities.
- Excellent computer skills required, including proficiency in Microsoft Office (Word, Excel, Outlook, Teams, One Drive). Database experience using Sales Force or EMS is a plus.
- Willingness to work a flexible schedule, including nights and weekends.
Competitive Benefits Include: Group health, dental and vision insurance; flexible spending accounts; short- and long-term disability and group life insurance; 403(b) with matching contributions; Employee Assistance Program; voluntary benefits; as well as paid vacation, personal time, sick time and holidays.
Please include a cover letter and an updated resume with your application, along with salary expectations.
The Barnes Foundation is an Equal Opportunity Employer and we’re committed to diversity and equal opportunity in our recruitment and hiring. Qualified candidates of all backgrounds are welcome and encouraged to apply for this position. Employees have rights under other laws including, but not limited to, the Family and Medical Leave Act and the Employee Polygraph Protection Act. We participate in E-Verify.