Event Operations Coordinator Jobs

SUMMARY

The Event Operations Coordinator assists with, and coordinates, internal Zoo events in addition to procurement and distribution of all operations and maintenance supplies at the zoo. Must be able to anticipate project needs, discern work priorities, and meet deadlines with little to no supervision. This position provides outstanding customer service, fast, friendly service to all Zoo guests, and assistance with in-park event operations and supply inventory, increasing revenue for the Zoo. The ideal candidate will be highly organized, detail-oriented, and able to work independently with minimal supervision.

ESSENTIAL FUNCTIONS

• Assists in contacting and scheduling event vendors
• Assists the Marketing team with drafting and editing promotional event copy and graphics for advertising and website updates
• Work closely with all departments to execute events and serve as events assistant on event days and assists in supervising all events staff/vendors functions, set ups, and breakdowns
• Assist with the planning and implementation of internal and member events and attend all Zoo events

• Distribute supplies to departments throughout the zoo in a timely manner.
• Works with Operations department as needed to inventory and order supplies and complete projects around the Zoo
• Works with Events and Operations Managers to manage the budgets for each department when purchasing supplies
• Proactively handle any arising issues and troubleshoot problems on the day of the event
• Assists Events Manager with maintaining Zoo wide event calendar and updating with internal staff meeting requests along with updating weekly event calendar (Zoo Happenings) in Microsoft Teams

• Work with Events and Operations to create purchase orders and track purchase order numbers to ensure that all purchases are properly documented and accounted for
• Works with Park Quality team to manage inventory in designated supply storage areas and restock operations supply closets throughout the zoo as needed, ensuring that all supplies are readily available to staff
• Analyze spending trends in both departments to facilitate predictive ordering for future events and supply expenses
• Run errands off grounds for events, operations, and maintenance departments as needed, such as picking up supplies or equipment from local vendors
• Order Amazon purchases for various departments and ensure that they are delivered on time and within budget

• Other duties as assigned

SUPERVISORY RESPONSIBILITIES

• No direct reports

SAFETY ANALYSIS

The Event Operations Coordinator position is impacted by hazardous exposures common to an office environment, facility rental set-up and take down, as well as public safety in an outdoor environment. Some hazards associated with walking in an outdoor environment may occur daily.

Specific training and procedures will be provided, designed to maintain safety of people as the highest priority of the zoo followed by the safety of the animal collection. Knowledge of the following is highly recommended:

• Thorough understanding of guest safety protocols, particularly with young children
• Proper use and understanding of cleaning agents and chemical storage

The Event Operations Coordinator, as with any employee of the Zoo, is required to be familiar with the Zoo’s overall safety policies as outlined in the employee handbook as well as being responsible for reporting any injury immediately to the Safety Manager and/or first aid department.

The Event Operations Coordinator will need to be familiar with radio protocols and all animal safety protocols inherent to accommodating any special client requests.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by staff to successfully perform the essential functions of this job. While performing the duties of this job, the staff member should expect:

• Frequently walking long distances
• Use of hands, fingers, tools or controls
• Frequently required to stand; walk; sit; reach with hands and arms; stoop, kneel, bend, crouch and talk or hear
• Exposure to wet surfaces
• Routinely lift and/or move up to 50 pounds

• Frequent exposure to the elements can be expected

QUALIFICATION REQUIREMENTS

Education and work experience

• High School Diploma or GED, some college preferred

• Ability to work independently with minimal to no supervision
• Minimum 1 year experience working in customer service
• 1-2 years’ experience in event planning and/or coordination, or equivalent combination of education and experience.
• Recommended 1 year of experience in purchasing, inventory management, or related field

Skills and knowledge

• Ability to adhere to standard operating policies and procedures
• Proficient using the latest versions of Microsoft Office, Word, Excel, Forms, PowerPoint, Teams, and Google Calendars
• Must have ability to act with integrity, professionalism, and confidentiality as well as exercise extreme discretion
• Must be flexible and have the ability to handle multiple projects simultaneously and meet frequent deadlines. Must also be detail-oriented
• Ability to plan and organize work in an efficient and cost-effective manner

• Must have excellent written and verbal communication skills; high energy and enthusiasm for completion of tasks; team building skills; and the ability to handle multiple tasks
• Must have ability to foster teamwork within and across teams to successfully benefit the Zoo as a whole

Other Requirements:

• Must be willing to travel locally as needed. Must have a current valid driver’s license with no prior traffic violations (within the last five years)
• Must have flexibility to work weekend and night events

• Valid driver's license and clean driving record over the past five years
• Must be fully vaccinated for COVID-19

POSITION TYPE AND HOURS OF WORK

• Weekdays and some weekends, occasional evening hours (during events) and holidays required
• Full time

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of this position.