Olbrich Gardens Private Events Coordinator

Olbrich Botanical Gardens Guest Experience Team Position

Olbrich Botanical Gardens is a nationally recognized award-winning botanical garden, operated by a partnership between the City of Madison and Olbrich Botanical Society who work together to achieve the mission and goals of the gardens, "To enrich lives and inspire people to live in harmony with the natural world". Both the award-winning Outdoor Gardens and indoor Bolz Conservatory, featuring tropical plants from around the world, serve as a backdrop to many private events.

This position is part of the Guest Experience Team at Olbrich Botanical Gardens, which plays an integral role in ensuring that all visitors and volunteers feel welcomed and valued. Under the leadership of the Director of Guest Experience, this position is responsible for administrative, customer service, and team leadership work related to the planning, organization, coordination, and execution of private events and rentals held at Olbrich Botanical Gardens.

Skills needed for this position include:

• Strong leadership skills with the ability to train, support, and guide team members.
• Excellent organizational, multitasking, and attention-to-detail skills in a fast-paced environment.
• Exceptional customer service and communication skills with a commitment to creating a welcoming experience for all guests.
• Ability to collaborate effectively with staff across departments, vendors, and external partners.
• Ability to work in busy public spaces, both indoors and outdoors, including high-traffic, loud, and varying weather conditions.

Hours:

Standard work hours are 8:00 am to 4:30 pm, Monday through Friday; however, the work schedule requires flexibility, including working evenings and weekends depending upon the rental program's needs. During peak season, work will generally occur Tuesday through Saturday and may include evenings, weekends, and other flexible hours as needed.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging.

Rental Program Management

• Develop, implement and administer systems to manage proper space use; coordinate multiple event move in/out times and custodial services; oversee equipment availability and usage; and coordinate other activities related to events.
• Conduct tours of the facility for clients and prospective clients.
• Prepare and distribute event-related information in event software in a concise, professional and accurate manner.
• Coordinate and communicate event equipment and service needs with clients, Olbrich staff, caterers, and other outside vendors.
• Plan, coordinate and oversee all phases of assigned events to include advance planning, client meetings, day-of-event details and post-event evaluation.
• Modify facility usage policies, contract forms, photo guidelines, fee schedules and related policies and procedures.
• Work with appropriate Olbrich staff to develop, promote and sell rental add on packages.
• Coordinate with the education team to welcome group tours.
• Review website for needed updates; verify rental information is accurate and current and keep abreast of industry norms and trends.
• Assist the Education, Guest Experience and Facility Maintenance Departments to schedule the necessary building attendant staffing for evening and weekend use.

Client Management

• Serve as a contact for visitor rental inquiries (by phone, website submission, email and walk-in), responding to inquiries in a timely manner.
• Provide facility tours to prospective clients.
• Guide clients in facility usage and service parameters.
• Manage rental contracts and letters.
• Maintain client records (type, number of hours, guest count, fees, date, etc), including client payments, monitor contracts and usage guidelines.

Event Management

• Establish photography guidelines and fees for general photography, special large event photography (i.e., prom,…