Events and Rentals Coordinator

General

Summary:

The Events and Rentals 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 Events and Rentals Coordinator will be expected to be on grounds to meet if not exceed the administrative support needs of the rentals and events.

Additionally, the Events and Rentals 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.

• Assist in planning, coordinating, and implementing special events and facility rentals, including contracts, and 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 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 every month;
• 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.

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

• Responsible for Altru data input, data ownership, and accuracy;
• Required…