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:
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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