Job Opportunities

Company: Coral Gables Museum

Classification: Part-Time Employee

Reports to: Office Manager

The Part-Time Front Desk Representative is the first point of contact for museum visitors and plays a vital role in delivering excellent customer service. This position requires approximately 16-24 hours per week, offering flexibility to accommodate both weekday and weekend hours. The representative is responsible for greeting visitors, managing ticket sales and memberships, answering inquiries, and supporting various administrative tasks to ensure a seamless and welcoming visitor experience.

This part-time role is ideal for individuals who are passionate about arts and culture, enjoy engaging with the public, and are seeking a flexible work schedule. If you thrive in a dynamic, customer-facing environment, we encourage you to apply!

KEY RESPONSIBILITIES 

Visitor Engagement:

• Greet and welcome museum visitors courteously and professionally.
• Provide accurate information about current exhibitions, events, and museum programs.
• Coordinate reservations for guided tours, special events, and educational programs.

Sales & Transactions:

• Handle ticket sales, memberships, and museum merchandise transactions using the point-of-sale system.
• Promote memberships and museum programs to enhance visitor engagement.

Communication:

• Respond promptly and effectively to phone calls, emails, and social media inquiries.
• Serve as a helpful resource for visitors, addressing questions or concerns.

Administrative Support:

• Perform basic administrative tasks such as filing, photocopying, and maintaining accurate records.
• Maintain the reception and entrance area clean, organized, and inviting.

Collaboration:

• Work closely with other museum departments to support events and visitor-related activities, including coordinating volunteers.
• Assist with maintaining the donor database (CRM), tracking donations, and supporting fundraising efforts as needed.

Safety & Security:

• Follow museum safety and emergency procedures to ensure the safety of visitors and staff.

QUALIFICATIONS

• Excellent customer service and communication skills, with a friendly and professional demeanor.
• Ability to work a flexible schedule, including weekends and occasional evenings.
• Experience with point-of-sale systems and basic cash handling.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with CRM systems is a plus.
• Ability to work independently and as part of a team in a fast-paced environment.
• Interest in art, history, or cultural institutions is a plus.

BENEFITS

• Competitive hourly wage.
• Opportunities to gain experience in customer service, museum operations, and donor relations.
• A welcoming and collaborative work environment.

Company: Coral Gables Museum

Department: Administration

Classification: Part-Time Employee

Reports to: Museum Executive Director

The Coral Gables Museum seeks a highly organized and detail-oriented Part-Time Administrative Assistant to provide essential support to the museum’s daily operations. The ideal candidate will possess strong administrative skills, excellent communication abilities, proficiency in QuickBooks, and experience with scheduling staff. This role requires a proactive individual who can manage multiple tasks efficiently and contribute to a positive and professional museum environment.

Responsibilities:

● General Administrative Support:

Provide general administrative support, including answering phones, managing correspondence, and greeting visitors.
Maintain and organize office files and records, both physical and electronic.
Schedule appointments and manage calendars.
Assist with the preparation of reports, presentations, and other documents.
Order and maintain office supplies.
Handle incoming and outgoing mail and deliveries.

● Financial Administration:

Utilize QuickBooks to manage accounts payable and receivable.
Process invoices and payments.
Reconcile bank statements.
Generate financial reports as needed.
Assist with budget tracking and expense management.
Maintain accurate financial records.

● Staff Scheduling:

Create and manage schedules for part-time, hourly staff, ensuring adequate coverage for museum operations.
Track staff availability and time-off requests.
Communicate schedule changes to staff in a timely manner.
Maintain accurate records of staff hours worked.
Coordinate with department managers to ensure proper staffing levels.

● Museum Support:

Assist with event coordination and preparation.
Provide support for museum programs and activities.
Assist with data entry and database management.
Assist with membership data entry and maintenance.

● Other Duties:

Perform other duties as assigned by the Museum Executive Director.

Qualifications:

High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
Minimum of 2 years1 of administrative experience.2
Proficiency in QuickBooks is mandatory.
Experience scheduling part-time hourly staff.
Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook).
Excellent organizational and time-management skills.
Strong written and verbal communication skills.3
Ability to work independently and as part of a team.
Attention to detail and accuracy.
Ability to maintain confidentiality.4
An interest in history and the arts is a plus.
Bilingual English/Spanish is a plus.

Working Conditions:

This is a part-time position with flexible hours.
Work is performed in a museum office environment.

To Apply:
Please submit your resume and cover letter to elvis@coralgablesmuseum.org