What are the responsibilities and job description for the Events and Rentals Coordinator position at Maryland Zoo?

Maryland Zoo is an EEO employer - M / F / Vets / Disabled

General Summary : The Events and Rentals Coordinator isresponsible for coordinating and executing special events and facility rentalsat the Zoo. The coordinator will directly support special event days at the Zooincluding serving as the on-site contact for Zoo staff, rental clients, and eventguests on special event days. The Events and Rentals Coordinator will beexpected to be on grounds to meet if not exceed the administrative supportneeds of the rentals and events. Thisposition supports the Zoo to achieve its animal care, conservation, sustainability,education, and DEAI goals.

Essential Functions :

PrimaryFunctions :

Assist in planning,coordinating, and implementing special events and facility rentals, includingcontracts, and COIs, and collecting and inputting payments into the CRM database.
Respond to facilityrental-related inquiries, schedule tours and walk-throughs with current andprospective rental clients, and assist in subsequent follow-up;
Perform event setup andbreakdown, assist with onsite oversight and execution on event days, includingguest check-in, directional support, volunteer deployment, merchandise sales,beverage pouring, etc;
Communicate with outsidecontractors regarding event setup details, mail confirmation packages, confirmand coordinate the arrival of vendors and sponsors for events, monitor set upand ensure their needs are met throughout the event;
Respond to event-related inquiries, assist guests withscheduling tickets, send out confirmation emails, and reschedule tickets asneeded;
Responsible for digitizing and organizing past and currentdepartment files, data entry for vendor information, and CRM data entry anddatabase cleanup;
Plan, coordinate and attend off-site marketing events and streetteams to increase event ticket sales and foster awareness;
Providesuperior customer service to event and rental guests by answering questions,anticipating needs, escalating issues when appropriate, and meeting and / orexceeding guest expectations;
Assist in the developmentof partnerships with community organizations with the goal of both broadeningthe Zoo's reach within the community and also making rentals and eventofferings diverse, accessible, equitable and inclusive;
Responsiblefor maintaining and organizing department supplies, including linens and laundry,utensils and dishes, glassware, giveaways, prizes etc;
Responsible for compiling agenda for weekly departmentmeetings;
Responsible for review ofdepartment web pages every month;
Assist with Ravens event days and sales on Ravens Walk;
Provide administrativesupport to achieve department revenue goals;
Use sound judgment andreport incidents to management or security, as needed;
Facilitate and supportevents for other Zoo departments, including education and animal;
Assist other departments as needed for cross-utilization ofskills and manpower;
Workcollaboratively with other departments to create necessary event collateralsuch as posters, banners, and handbills for internal and external promotion ofthe Zoo's events;
Perform other duties asassigned; and,
Adhere to all policiesand procedures of the Zoo.

Communication(Internal and External) :

Responsible for meetingwith departments throughout the Zoo and coordinating their efforts inrelationship to development activities;

Manage and update eventpages on the Zoo's website; and,

Communicate with variousZoo managers on event days to ensure coordination of efforts;

Managementof Resources (Financial, Human Resources, Facilities) :

Responsible for Altrudata input, data ownership, and accuracy;

Required to maintainconfidentiality of all collected personal and financial information;

Collaborate withVolunteer Department to assign volunteer roles for special events; and,

Fiduciaryresponsibilities include ticket sales, cash handling, selling inventory atfestivals and events, verifying department invoices, and approving purchaseorders as needed.

MinimumQualifications :

Education :

Bachelor's degreepreferred.

Experience / Training :

Minimum one year of directexperience working on large-scale events including sponsor fulfillmentrequired;

Minimum of two years ofcustomer service experience required;

Proficiency withMicrosoft Office software, including Microsoft Outlook, Excel, and Wordrequired;

Willingness to obtain andmaintain TIPS certification required;

Possess a valid driver'slicense; and,

Experience coordinatingpaid and volunteer staff.

TraitsDesirable :

Ability to work withindividuals from a wide variety of ethnic, cultural, and economic backgrounds;

Strong organizational andcommunication skills; and,

Self-directed,collaborative and detail-oriented.

Hospitality :

Friendly and outgoing;

Possess a positive andpatient attitude;

Possess excellent verbalcommunication skills;

Possess excellentorganizational skills; and,

Able to multitask andjuggle multiple projects.

WorkingConditions :

Must be able to stand andremain active for an eight-hour work day, and ten to twelve-hour special eventdays;

Must be able to walklarge areas of the Zoo as needed;

Must be able to work inan outdoor weather environment in all seasons and weather, includingheat / humidity, cold temperatures, and / or wet conditions;

Ability to work a flexible schedule to include weekends, holidays, andspecial events; and,

Must be able to exert upto 50 pounds of force to lift, push, pull, carry, or otherwise move objects.

Equipment :

Must be able to operate avariety 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 daysof Paid Time Off (PTO), Sick and Safe Leave, and 2 paid holidays.

Eligible for medical, dental, vision, short- andlong-term disability and life insurance.

401(k) with employer match.

Disclaimer : Thestatements above are intended to describe the general nature and level of workbeing performed by employees assigned to this classification. They are not intended to be construed as anexhaustive list of all responsibilities, duties and / or skills required of allpersonnel so classified. Therefore,management reserves the right to revise the job or to require that other ordifferent tasks be performed when circumstances change.

Please visit our careers page to see more job opportunities.

Apply for this job

Receive alerts for other Events and Rentals Coordinator job openings

Events and Rentals Coordinator

What are the responsibilities and job description for the Events and Rentals Coordinator position at Maryland Zoo?

What is the career path for a Events and Rentals Coordinator?

Job openings at Maryland Zoo

Not the job you're looking for? Here are some other Events and Rentals Coordinator jobs in the Baltimore, MD area that may be a better fit.

We don't have any other Events and Rentals Coordinator jobs in the Baltimore, MD area right now.

AI Assistant is available now!