DescriptionJob Title: Event Sales Coordinator
FLSA Status: Non-exempt
Classification: Full-time
Hours: Evening, weekends, and holiday availability required based on event needs
Pay Rate: Range starts at $18.62/hour
Summary:
The Event Sales Coordinator helps bring private events at Omaha’s Henry Doorly Zoo & Aquarium to life, from birthday parties and family celebrations to company picnics and special gatherings. This role helps guests host meaningful moments in one-of-a-kind spaces, creating experiences that can only happen at the Zoo. Through warm communication, attention to detail, and genuine hospitality, the Event Sales Coordinator helps clients feel confident, cared for, and excited from initial inquiry through event day.
Working closely with the Event Sales Assistant Manager, Event Experience team, and partners across the Zoo, this role carries guest vision from planning into execution, so each celebration feels seamless, welcoming and personalized. From venue tours and proposals to timelines, catering details, and guest logistics, the Event Sales Coordinator plays an important role in creating memorable events and positive guest experiences.
Duties and Responsibilities (include but not limited to):
Client Relationships and Event Sales
- Support sales and booking efforts for private events through phone calls, email communication, venue tours, and client meetings.
- Respond to event inquiries in a timely, professional, and welcoming manner.
- Help clients select event spaces, packages, and enhancements that fit their needs, budget, and vision.
- Support departmental revenue goals through thoughtful upselling opportunities and promotion of Zoo experiences, food and beverage offerings, and event enhancements.
- Actively manage the event sales pipeline and adhere to established inquiry response-time expectations and follow-up standards.
- Maintain accurate event records, communication notes, deposits, and sales pipeline activity.
- Prepare in detail proposals, contracts, banquet event orders (BEOs), invoices and other event documentation in alignment with departmental standard operating procedures and pricing guidelines.
Event Planning and Coordination
- Coordinate event details including timelines, layouts, audiovisual needs, catering requirements, rentals, vendor coordination, and guest logistics.
- Ensure event details are organized, accurate, and clearly communicated to Event Experience team and cross-departmental Zoo partners.
- Partner closely with the Event Experience team to support smooth transitions from sales into event execution.
- Participate in BEO meetings, planning discussions, and departmental meetings to maintain alignment across teams.
Hospitality and Guest Experience
- Provide warm, professional, and welcoming support throughout client interactions.
- Communicate clearly, thoughtfully, and proactively throughout the planning process.
- Help create experiences that feel polished, tailored, and thoughtfully executed.
- Anticipate guest needs and identify opportunities to enhance the event experience.
- Support established guest experience and service standards across all events.
- Respond calmly and professionally to guest questions, changes, or concerns, escalating issues as needed.
- Jump in where needed to support guests, teammates, and overall event success.
Teamwork and Communication
- Maintain strong working relationships with cross-departmental partners, including Marketing, Facilities, IT, Education, Animal Care, and Business Systems, as well as cross-functional Guest Experience teams such as Food & Beverage, Guest Services and Retail.
- Support the Event Sales Assistant Manager and Events team with administrative coordination, reporting, and special projects as needed.
- Assist with implementation and adherence to departmental procedures, communication standards, and operational workflows.
- Contribute positively to a collaborative, hospitality-focused team culture.
Supervisory Responsibilities:
Qualifications:
- 1-3 years of experience in event sales, hospitality, event planning, guest service or related field preferred.
- Strong customer service mindset with excellent written, verbal, and interpersonal communication skills.
- Highly organized with strong attention to detail and ability to manage multiple priorities simultaneously.
- Ability to work collaboratively across teams in a fast-paced environment.
- Comfortable interacting professionally with clients, guests, vendors, and internal stakeholders.
- Proficiency in Microsoft Office with familiarity with CRM, event management, or ticketing systems.
- Professional presence, sound judgement, and strong follow-through required
- Valid driver’s license.
Candidates will be required to pass a pre-employment background check, drug test, and possess a valid drivers license with a good history.
Work Environment and Physical Demands:
- Ability to work indoors and outdoors in varying weather conditions.
- Must be available to work evenings, weekends, and holidays based on event schedules.
- Ability to stand and walk for extended periods during event execution.
- Ability to lift up to 30 pounds as needed for event setup and coordination.
DISCLAIMER
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor is it to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.
Omaha’s Henry Doorly Zoo & Aquarium is an Equal Employment Opportunity Employer as defined by the EEOC.
