Event Coordinator, Business

Position:
Events Coordinator

Status:
Full-time; FLSA Hourly Non-Exempt

Department:
Events

Reports to:

Events Manager

Located along the Space Coast in Melbourne, Florida, the Brevard Zoo is an AZA‑accredited facility with a diverse collection of over 900 animals representing nearly 200 species. It is also home to the Sea Turtle Healing Center for rehabilitation of wild marine turtles. Brevard Zoo is well‑known for its strong conservation ethic and unique attractions, such as kayaking through the Africa area, giraffe feeding, and rhinoceros and various other animal encounters.

The Events Coordinator is responsible for overseeing event venues and supporting the planning and execution of both private and internal events at the Zoo. This position serves as the primary point of contact for client inquiries, manages all logistics from initial booking through event completion, and acts as the on‑site venue coordinator to ensure a seamless experience for guests and staff alike.

This role requires a detail‑oriented, self‑motivated individual who thrives in a fast‑paced environment that can balance independent work with strong collaboration across teams. The Events Coordinator handles a variety of responsibilities including coordinating schedules, communicating with vendors, developing floor plans and timelines, and solving problems as they arise. Excellent communication skills, a high level of customer service, and a creative, solutions‑driven mindset are essential.

The ideal candidate is a strong team player who takes pride in delivering polished, professional events that align with the Zoo’s mission and high standards.

• Two to three years of experience planning and executing events
• Strong interpersonal, communication, and relationship‑building skills
• Proven ability to deliver exceptional customer service and cultivate long‑term, mutually beneficial client relationships that support revenue growth
• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Excellent organizational and time‑management skills with the ability to prioritize tasks and meet deadlines accurately

• Event Management or Hospitality degree preferred but not required
• Experience with event booking software

• Coordinate and execute a variety of events including weddings, corporate functions, meetings, private celebrations, and Zoo-hosted special events.
• Act as the on-site venue coordinator during events—ensuring seamless execution and guest satisfaction.
• Assist with the conceptualization, planning, and implementation of new event opportunities or enhancements to existing offerings.
• Respond to all phone, email, and website inquiries, guiding prospective clients through the booking and planning process.
• Proactively troubleshoot issues on the day of events and resolve them with professionalism and urgency.
• Conduct client meetings, site visits, and walkthroughs to assess needs, set expectations, and ensure alignment with venue capabilities.
• Collaborate with internal departments (animal department, operations, catering, maintenance, etc.) to meet staffing, logistics, and setup needs client specifications and Zoo standards.
• Serve as liaison between clients, vendors, and Zoo teams to coordinate deliveries, services, and venue access.
• Ensure compliance with all insurance, health, safety, and legal regulations for every event.
• Partner with the on-site catering manager to ensure food and beverage service aligns with event needs.
• Create and manage detailed event materials including quotes, invoices, layouts, timelines, and event summaries.
• Oversee the full event cycle—including pre-event planning, on-site coordination, and post-event breakdown and follow-up.
• Serve as on-site venue coordinator during events, including evenings and weekends.
• Ensure all contractual obligations are met by internal teams, vendors, and clients.
• Support the setup, execution, and breakdown of internal Zoo-hosted events and seasonal programs.
• Regularly perform physically demanding tasks including lifting and moving supplies, standing or walking for extended periods, and working…