Reservations & Logistics Coordinator

Reservations & Logistics Coordinator The Kentucky Science Center - 3.7 Louisville, KY Job Details Full-time From $40,000 a year 18 hours ago Benefits Free parking Health insurance Dental insurance Employee assistance program Vision insurance Qualifications Accounts receivable Microsoft Excel Financial data reconciliation Microsoft Outlook Logistics management Phone communication Procedural guides Workflow management (operations management method) Logistics Process improvement Training material drafting Mid-level Client invoicing Financial operations management Bachelor's degree Calendar management Staff training Organizational skills Academic program coordination Training & development Cross-functional collaboration POS systems 2 years Communication skills Project stakeholder communication Cross-functional communication Internal audits Client interaction via phone calls Full Job Description 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. Education & Experience Bachelor's degree or equivalent professional experience preferred. 2-4 years of experience in logistics coordination, scheduling, operations, customer service, or administrative support. Experience with invoicing, accounts receivable, scheduling systems, or educational programming preferred. Knowledge, Skills & Abilities Strong organizational skills and attention to detail. Excellent written and verbal communication skills. Ability to manage multiple priorities in a fast-paced environment. Strong problem-solving and cross-functional collaboration skills. Proficiency with Microsoft Office, Excel, scheduling systems, and ticketing/POS software. Ability to work independently, maintain professionalism, and adapt to changing operational needs. Our Story Already recognized as a leader in inquiry-based learning, Kentucky Science Center is advancing a statewide science literacy campaign to encourage people of all ages to explore science in everyday life. Its flagship location on Louisville, KY's historic Museum Row, welcomes visitors from across the globe with 3-floors of interactive exhibits and films on a 4-story screen. With daily programming for children, families, and adults, the Science Center plays an ongoing role in the region as a resource for caregivers and teachers, a gathering place for the science community, and a chosen source of entertainment for all. Its designation as the State Science Center of Kentucky in 2002 underscored the Science Center's history of reaching all audiences through its mission to

DO SCIENCE

in ways that are engaging, educational, and entertaining to inspire a lifetime of learning. Compensation and Benefits Starting pay of $40,000 Health, Dental & Vision plans offered (KSC provides a contribution toward health insurance premiums) Full time Employee Assistance Program (funded by KSC) Casual Dress Code Free membership to Kentucky Science Center and Louisville Zoo and hundreds of Science Centers after introductory period.

Free downtown parking Discounts on tickets, programs, birthday parties and camps Discounts at Subway, in our Gift Shop and participating local vendors. Additional information Hiring Process Kentucky Science Center celebrates diversity and is committed to creating an inclusive environment for all employees and guests. All employment decisions are based on qualifications, potential, merit, and business need.