Events & Rental Coordinator

General Summary: The Rentals & Events Coordinator is responsible for coordinating and executing special events and facility rentals at the Zoo. The coordinator will directly support special event days at the Zoo including serving as the on-site contact for Zoo staff, rental clients, and event guests on special event days. The Rentals & Events Coordinator will be expected to be on grounds to meet if not exceed the administrative support needs of the rentals and events. 

 Essential Functions:

 Primary Function:

Assist in planning, coordinating, and implementing special events and facility rentals, including contracts, COIs, and collecting and inputting payments into the CRM database.

Respond to facility rental-related inquiries, schedule tours and walk-throughs with current and prospective rental clients, and assist in subsequent follow up;

Perform event setup and breakdown, assist with onsite oversight and execution on event days, including guest check-in, directional support, volunteer deployment, merchandise sales, beverage pouring, etc;

Communicate with outside contractors regarding event setup details, mail confirmation packages, confirm and coordinate the arrival of vendors and sponsors for events, monitor set up and ensure their needs are met throughout the event;

Respond to event-related inquiries, assist guests with scheduling tickets, send out confirmation emails, and reschedule tickets as needed;

Responsible for digitizing and organizing past and current department files, data entry for vendor information, and for CRM data entry and database cleanup;

Plan, coordinate and attend off-site marketing events and street teams to increase event ticket sales and foster awareness;

Provide superior customer service to event and rental guests by answering questions, anticipating needs, escalating issues when appropriate, and meeting and/or exceeding guest expectations;

Assist in the development of partnerships with community organizations with the goal of both broadening the Zoo’s reach within the community, and also making rentals and event offerings diverse, accessible, equitable and inclusive;

Responsible for maintaining and organizing department supplies, including linens and laundry, utensils and dishes, glassware, giveaways, prizes etc;

Responsible for compiling agenda for weekly department meetings;

Responsible for review of department web pages on a monthly basis;

Assist with Ravens event days and sales on Ravens Walk;

Provide administrative support to achieve department revenue goals;

Use sound judgment and report incidents to management or security, as needed;

Facilitate and support events for other Zoo departments, including education and animal;

Assist other departments as needed for cross utilization of skills and manpower;

Work collaboratively with other departments to create necessary event collateral such as posters, banners, and handbills for internal and external promotion of the Zoo’s events;

Perform other duties as assigned; and,

Adhere to all policies and procedures of the Zoo.

Communication (Internal and External):

 Responsible for meeting with departments throughout the Zoo and coordinating their efforts in relationship to development activities;

Manage and update event pages on the Zoo’s website; and,

Communicate with various Zoo managers on event days to ensure coordination of efforts;

 Management of Resources (financial, human resources, facilities):

 Responsible for Altru data input, data ownership, and accuracy;

Required to maintain confidentiality of all collected personal and financial information;

Collaborate with Volunteer Department to assign volunteer roles for special events; and,

Fiduciary responsibilities include ticket sales, cash handling, selling inventory at festivals and events, verifying department invoices, and approving purchase orders as needed.

 Minimum Qualifications:

 Education:

Bachelor’s degree preferred.

 Experience/Training:

 Minimum one year direct experience working on large-scale events including sponsor fulfillment required;

Minimum of two years of customer service experience required;

Proficiency with Microsoft Office software, including Microsoft Outlook, Excel, and Word required;

Willingness to obtain and maintain TIPS certification required;

Possess a valid driver’s license; and,

Experience coordinating paid and volunteer staff.

 Hospitality:

Friendly and outgoing;

Possess a positive and patient attitude;

Possess excellent verbal communication skills;

Possess excellent organizational skills; and,

Able to multitask and juggle multiple projects.

 Working Conditions:

 Must be able to stand and remain active for an eight hour work day, and ten to twelve hour special event days;

Must be able to walk large areas of the Zoo as needed;

Must be able to work in an outdoor weather environment in all seasons and weather, including heat/humidity, cold temperatures, and/or wet conditions;

Ability to work a flexible schedule to include weekends, holidays, and special events; and,

Must be able to exert up to 50 pounds of force to lift, push, pull, carry, or otherwise move objects.

 Equipment:

 Must be able to operate a variety of machines and equipment including computer, telephone, two-way radio, scanner, copier, fax, golf cart, and vehicles.

 Traits Desirable:

 Ability to work with individuals from a wide variety of ethnic, cultural, and economic backgrounds;

Strong organizational and communication skills; and,

Self-directed, collaborative and detail-oriented.

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