Event Sales Coordinator

Summary This position supports the planning, coordination, and execution of Zoo private events.

Essential Duties and Responsibilities Plan and coordinate all logistical aspects of events from initial planning through post-event wrap-up

Maintain clear, professional, and timely communication with clients throughout the event planning and execution process

Prepare Banquet Event Orders (BEOs), event diagrams, and other internal event documentation to support successful event execution

Coordinate and facilitate site tours and venue walk-throughs for potential and existing clients to showcase event spaces and amenities

Work cross-functionally with catering, event operations, animal programs, and other internal stakeholders to ensure all aspects of the event are executed efficiently and effectively

Serve as the primary point of contact for clients, vendors, and Zoo staff throughout all events

Develop and maintain partnerships with external vendors, event partners, and consultants to ensure reliable support and exceptional event experiences

Coordinate with external vendors to facilitate event needs, including rentals, lighting, power requirements, and operational support

Conduct walkthroughs of all event spaces before each event to ensure all equipment, facilities, and amenities are clean, functional, and event-ready; report and follow up on any needed repairs

Work closely with the event operations department to manage inventory and assets of event equipment, supplies, and décor to ensure availability, organization, and proper maintenance

Monitor and maintain accurate invoice and payment records to ensure deposits and outstanding balances are collected in accordance with event agreements

Work evenings, weekends, and holidays based on scheduled events and operational needs

Provide administrative support as needed

Have regular and punctual attendance

Other duties as assigned

Qualifications Strong commitment to exceptional customer service and guest experience

Ability to manage multiple priorities in a fast-paced, deadline-driven environment

Strong organizational and time-management skills with exceptional attention to detail

Excellent verbal and written communication skills

Friendly, professional, and relationship-focused demeanor

Ability to work independently and collaboratively across departments

Requires working nights, weekends, and after-hour events

Experience maintaining databases and tracking event information

Proficiency in Microsoft Office applications

Strong skills in logistics management and vendor coordination

Experience with CRM or event management software preferred

Ability to problem-solve and adapt during live events and changing priorities

Valid driver’s license with acceptable motor vehicle record to maintain Zoo standards of insurability

Education and/or Experience One to three years of experience in event planning/coordination, sales support, catering, hospitality or related role

Bachelor’s degree in marketing, hospitality, or a related field preferred

A combination of relevant education, training, and professional experience may be considered to meet the requirements of the position

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk; stoop, kneel, crouch, or crawl; and talk or hear. The employee frequently is required to sit. The employee must frequently lift and/or move up to 25 pounds.

Work Environment Team oriented environment

Ability to work irregular hours (holidays and weekends)

Ability to work special events and functions as required

Ability to work outdoors in heat, cold and inclement weather

Disclaimer The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as a complete inventory of all responsibilities, duties and skills required for the position.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an at-will basis.

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