Fundraising & Sales Coordinator

Maryland Zoo • Baltimore, Maryland • 1w ago

Fundraising & Sales Coordinator

Maryland Zoo is an EEO Employer - M/F/Disability/Protected Veteran Status

General Summary: The Fundraising & Sales Coordinator provides direct administrative, operational, and client service support to the Zoo’s corporate sales and rentals efforts, while also supporting select fundraising and Development initiatives. Reporting to the Corporate Sales & Rentals Manager, this position plays a critical role in helping move prospective clients through the sales process, maintaining an organized and active sales pipeline, preparing proposals and contracts, coordinating tours and follow-up, maintaining accurate CRM records, and supporting the successful execution of corporate rentals.

The Coordinator will support the sale of the Zoo as a distinctive venue for corporate picnics, races and walks, holiday parties, meetings, team retreats, employee appreciation events, networking functions, and other corporate gatherings. The position will work closely with the Corporate Sales & Rentals Manager to ensure inquiries are handled promptly, sales opportunities are tracked accurately, client communications are timely, and required documentation and payments are completed.

The Fundraising & Sales Coordinator will also provide support for corporate partnerships, sponsorship fulfillment, donor stewardship, fundraising activities, special events and other Development initiatives as assigned.

This position will work assigned rentals and events and must be comfortable operating in a fast-paced, client-facing environment. The Zoo hosts events seven days a week, and this position’s schedule may include any day of the week, with hours ranging from 7:00 a.m. to 11:00 p.m. based on business need. Please note, this is an hourly position, and is limited to 40 hours per week, with voluntary overtime opportunities available throughout the year.

The successful candidate will be highly organized, exceptionally detail-oriented, responsive, sales-minded, and comfortable managing multiple clients, deadlines, and priorities simultaneously.

Additionally, the Fundraising & Sales Coordinator will support the Zoo's mission to save wildlife and protect wild places and contribute to its environmental, social, governance sustainability, conservation, education, and DEAI (Diversity, Equity, Accessibility, and Inclusion) goals.

Essential Functions

Primary Functions – Sales Support

Provide direct administrative and operational support to the Corporate Sales & Rentals Manager in achieving established corporate rental revenue goals.
Support the full sales process for corporate rentals, from initial inquiry through signed contract, event execution, and post-event follow-up.
Respond promptly and professionally to rental inquiries and assist in qualifying prospective clients.
Maintain an accurate and organized sales pipeline, including leads, client communications, tours, proposals, contracts, deposits, payments, deadlines, and follow-up activity.
Enter and maintain accurate prospect, client, sales, contract, and event information in the Zoo’s CRM and other systems.
Track outstanding sales opportunities and proactively flag items requiring follow-up or action by the Corporate Sales & Rentals Manager.
Conduct research on prospective corporate clients, companies, associations, event planners, and other potential sources of rental business.
Assist with developing prospect lists and outbound sales campaigns.
Support the Corporate Sales & Rentals Manager with outreach to prospective and past clients.
Assist with efforts to generate repeat and referral business through organized follow-up, thank-you communications, rebooking outreach, and client relationship management.
Schedule and coordinate site tours and walkthroughs for prospective and contracted clients.
Conduct tours and walkthroughs as assigned.
Assist in preparing proposals, estimates, sales presentations, contracts, and other client-facing materials.
Support contract administration, including preparing agreements, routing contracts for signature, tracking execution, and maintaining completed contract records.
Collect and track certificates of insurance, deposits, payments, event details, and other required client documentation.
Assist with invoicing, payment collection, and reconciliation.
Follow up with clients regarding outstanding contracts, payments, documentation, deadlines, and event information.
Assist with upselling opportunities and additional services as directed by the Corporate Sales & Rentals Manager.
Maintain organized and current sales collateral, pricing sheets, venue information, templates, photography, and other sales materials.
Collaborate with Marketing and other departments to ensure corporate rental information and promotional materials are accurate and current.
Assist with the development and execution of creative sales promotions, packages, outreach campaigns, and other initiatives intended to generate new business.
Research competitive venues, corporate event trends, and other market information to support sales strategy.
Proactively identify potential sales opportunities and share recommendations with the Corporate Sales & Rentals Manager.
Provide exceptional customer service throughout the sales process by responding to inquiries, anticipating client needs, following through on commitments, and escalating concerns appropriately.
Support reporting and tracking related to sales activity, pipeline performance, bookings, and revenue.

Corporate Partnerships & Fundraising Support

Provide administrative support for corporate partnerships, sponsorships, donor stewardship, and other Development initiatives.
Assist with corporate membership acknowledgments, fulfillment, and recordkeeping.
Support sponsorship fulfillment by tracking benefits, recognition, deadlines, tickets, signage, hospitality, and other commitments.
Create and distribute sponsorship fulfillment and return-on-investment reports.
Maintain accurate corporate partner, sponsor, and donor records in Altru and other Development systems.
Assist with donor and sponsor correspondence, acknowledgments, mailings, and stewardship materials.
Support the identification and documentation of on-campus sponsorship and donor recognition assets.
Maintain and support the Zoo’s license plate program.
Assist with Trustee giving records and reporting as assigned.
Support donor and sponsor events, cultivation activities, and other fundraising functions as needed.
Assist with fundraising campaigns and other Development activities as assigned.
Maintain confidentiality of all donor, sponsor, client, and financial information.

Rentals & Event Support

Provide operational support for corporate rentals, donor functions, sponsorship activations, and Zoo events as assigned.
Assist with the transition from sales to event execution by ensuring contracts, payments, client details, required documentation, and internal event information are complete and accurate.
Perform event setup and breakdown as required.
Assist with on-site oversight and execution during assigned rentals and events.
Serve as an on-site contact for clients, vendors, sponsors, or guests when assigned.
Assist with guest check-in, registration, directional support, volunteer deployment, merchandise sales, beverage service, and other operational responsibilities.
Communicate with vendors and outside contractors regarding arrival, setup, event requirements, and breakdown.
Assist with managing multiple or overlapping rentals and events when required.
Communicate client and event needs accurately to relevant Zoo departments.
Provide superior customer service by anticipating client and guest needs and responding promptly and professionally.
Use sound judgment and report incidents to management or Security as needed.
Assist with Ravens event days, Ravens Walk sales, and other revenue-generating activities as assigned.
Support events and activities for other Zoo departments when business needs require.

Administrative & Revenue Support

Maintain accurate and organized electronic and physical department records.
Responsible for assigned Altru and CRM data entry, data ownership, accuracy, and database cleanup.
Maintain contract files, client documentation, sales records, event details, and other department records.
Assist with department revenue reporting, sales tracking, invoice verification, reconciliation, and other administrative functions.
Support cash handling, ticket sales, merchandise sales, payment processing, and other fiduciary responsibilities as assigned.
Compile agendas and materials for department meetings as needed.
Review assigned sales, rentals, and Development web pages for accuracy and coordinate necessary updates.
Maintain and organize sales, event, sponsorship, and promotional materials and supplies.
Identify opportunities to improve sales administration, client service, database accuracy, and departmental efficiency.
Provide administrative support necessary to achieve department revenue goals.
Perform other duties as assigned.
Adhere to all policies and procedures of the Zoo.

Communication (Internal and External)

Communicate professionally and responsively with prospective clients, contracted clients, corporate partners, sponsors, donors, vendors, guests, and Zoo employees.
Maintain clear and timely communication with the Corporate Sales & Rentals Manager regarding leads, proposals, contracts, payments, client needs, deadlines, and upcoming rentals.
Coordinate with departments throughout the Zoo to support corporate rentals, client needs, sponsorship fulfillment, and event execution.
Ensure sales and client communications are accurate, timely, professional, and consistent with Zoo standards.
Communicate event and rental details accurately to relevant Zoo departments and external partners.
Communicate with Zoo managers and staff during event days to ensure coordinated execution.
Maintain discretion and confidentiality when handling client, donor, sponsor, and financial information.

Management of Resources (Financial, Human Resources, Facilities)

Responsible for accurate Altru and CRM data entry, data ownership, and assigned database maintenance.
Maintain confidentiality of all collected client, donor, sponsor, and financial information.
Assist with tracking contracts, invoices, deposits, payments, sponsorship commitments, and other financial documentation.
Collaborate with the Volunteer Department when volunteer support is required for rentals or events.
Fiduciary responsibilities may include payment processing, ticket sales, cash handling, merchandise sales, invoice verification, and purchase-order processing as assigned.
Use Zoo supplies, equipment, facilities, and financial resources responsibly.

Minimum Qualifications

Education

Bachelor’s degree preferred; equivalent relevant education and professional experience will be considered.

Experience/Training

Minimum of two years of relevant experience in sales support, customer service, hospitality, rentals, fundraising, business administration, events, or a related field preferred.
Previous experience supporting a sales process or working directly with prospective and existing clients strongly preferred.
Experience preparing, processing, or administering contracts preferred.
Experience with CRM, sales management, fundraising, ticketing, or customer relationship databases preferred.
Experience with nonprofit fundraising software, including Altru, preferred.
Strong proficiency with Microsoft Office software, including Outlook, Excel, and Word, required.
Strong data-entry, recordkeeping, and administrative skills required.
Minimum of two years of customer service experience preferred.
Willingness to obtain and maintain TIPS certification as required.
Valid driver’s license required.
Experience working with paid and volunteer staff preferred.

Traits Desirable

Strong interest in sales, client service, relationship building, and revenue generation.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills.
Proactive and comfortable following up with prospects and clients.
Strong follow-through and ability to meet deadlines.
Able to manage multiple projects and competing priorities without sacrificing accuracy.
Comfortable communicating with corporate clients, sponsors, donors, vendors, and colleagues.
Self-directed and comfortable working autonomously while also collaborating effectively as part of a team.
Resourceful and creative in identifying potential sales opportunities and process improvements.
Demonstrates sound judgment, discretion, and professionalism.
Adaptable and able to respond effectively to changing priorities and business needs.

Hospitality

Friendly, outgoing, courteous, and professional.
Possesses a positive and patient attitude.
Demonstrates excellent verbal and written communication skills.
Provides responsive and solutions-oriented client service.
Possesses excellent organizational skills and exceptional attention to detail.
Able to anticipate client needs and follow through reliably.
Able to multitask and manage multiple clients, projects, deadlines, and priorities simultaneously.
Maintains composure and professionalism during busy events and high-volume periods.

Working Conditions

This position requires a flexible schedule based on business need. Work may be scheduled on any of the seven days of the week, including weekends and holidays, with hours potentially ranging from 7:00 a.m. to 11:00 p.m. The schedule will vary from week to week, and there are blackout dates where time off is not permitted.
The Fundraising & Sales Coordinator is expected to work assigned corporate rentals, fundraising functions, sponsorship activities, and Zoo special events.
Work schedules will vary according to sales activity, rentals, events, and departmental needs.
Must be able to stand and remain active for an eight-hour workday and extended event days when required.
Must be able to walk large areas of the Zoo as needed.
Must be able to work in an outdoor environment during all seasons and weather conditions, including heat, humidity, cold temperatures, and wet conditions.
Must be able to exert up to 50 pounds of force to lift, push, pull, carry, or otherwise move objects.
Must be comfortable transitioning between office-based sales and administrative responsibilities and active on-grounds rental and event responsibilities.
Exposure to potential environmental hazards such as poison oak/ivy, uneven terrain, insect bites/stings, and Hepatitis B depending on the position.

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.

Benefits

We offer an excellent benefits package including 24 days of Paid Time Off (PTO), Sick and Safe Leave, and 2 paid holidays.
Eligible for medical, dental, vision, short- and long-term disability and life insurance.
401(k) with employer match.

Disclaimer:

The statements above are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified. Therefore, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change.

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