Reservations & Logistics Coordinator

The Kentucky Science Center Reservations & Logistics Coordinator serves as the operational lead for education program reservations, logistics, scheduling, invoicing, and cross-department coordination. This role manages the systems and communication necessary to support successful execution of onsite and offsite educational programming, including, but not limited to, field trips, Pulse of Surgery, Family Science Nights, Science Travels To You programs, assemblies, etc.

The Reservations & Logistics Coordinator oversees booking systems, calendar management, accounts receivable tracking, logistics communication, and operational workflows while collaborating closely with Education, Visitor Services, Finance, and Operations teams to ensure accurate scheduling, staffing alignment, and exceptional customer service.

Key Responsibilities

Reservations & Program Logistics (30%)

·         Coordinate reservations and logistics for education programs.

·         Manage booking workflows through Versai, Outlook calendars, Formstack, and internal tracking systems.

·         Maintain organization-wide education calendars to prevent scheduling and staffing conflicts.

·         Develop and update schedules for school groups, classes, movies, lunchrooms, and educational spaces.

·         Coordinate operational details across Education, Visitor Experience, Finance, Exhibits, and other departments.

·         Manage program changes, attendance updates, cancellations, and reschedules.

·         Support operational documentation, SOP development, and training materials. 

Financial Operations & Accounts Receivable (25%)

·         Generate invoices, confirmations, and payment documentation for education programs.

·         Track accounts receivable, payment status, refunds, and cancellation fees.

·         Reconcile financial and operational information across multiple systems.

·         Coordinate payment follow-up communication and delinquent account tracking.

·         Collaborate with Finance and Visitor Services to resolve payment discrepancies and maintain accurate reporting. 

Communication & Customer Service (25%)

·         Provide high-level customer service and support for schools, community groups, and program participants.

·         Respond to inquiries via phone, email, website requests, and Formstack submissions.

·         Communicate schedules, policies, invoices, and logistical updates clearly with internal and external stakeholders.

·         Facilitate consistent cross-department communication regarding program operations and building usage.

·         Support and train part-time reservation staff on booking procedures and operational standards. 

Systems Management & Operational Support (20%)

·         Maintain expertise in reservation, scheduling, and operational software systems.

·         Conduct regular audits of calendars, invoices, bookings, and operational records to ensure accuracy.

·         Identify and resolve scheduling conflicts or operational issues proactively.

·         Assist with process improvements, reporting, and workflow development. 

Additional Responsibilities (5%)

·         Attend departmental and coordination meetings.

·         Support organizational initiatives and additional duties as assigned.

Salary : $40,000