Facility

Not specified.

Closing Date

Description

Fresno Chaffee Zoo is seeking to hire a knowledgeable, outgoing and customer-oriented Events Coordinator. The successful candidate must be comfortable working with the public. This position must maintain enthusiastic interaction with customers while paying attention to details. The Zoo employees’ positive interactions with customers create the unforgettable customer experience that keeps patrons coming back.

General Purpose:
Under the general direction of the Events Manager, this position is responsible for all aspects of planning and facilitating Zoo birthday parties including, but not limited to special events, fundraising events, and weddings. This position works to establish Fresno Chaffee Zoo as one of the premier attractions and event destinations in the Central Valley.

Essential Functions:

Responds promptly to public inquiries for Birthday Parties, projecting a professional, enthusiastic demeanor that encourages clients to select the Zoo as their event destination.
Conducts tours and site visits as requested.
Works with each client to negotiate and finalize all aspects of the event including date and time, event theme, guest count, location, etc. Strives to satisfy all client requests within the Zoo’s established parameters for event logistics, presenting irregular requests to Events Manager for review.
Determines all outside vendor services needed for each event, and coordinates schedules, products and other client requests. Orders materials and supplies as needed.
Communicates with clients regarding outside services that will not be arranged by the Zoo to clarify responsibilities and ensure compliance with Zoo policies and procedures.
Accurately enters event information into Events Calendar to reserve Zoo locations and keep all staff informed.
Determines all staffing needs related to each event including Event Set-Up, Custodial, Education, Animal Care, etc. Ensures that each department is informed of event requirements with sufficient time to plan and arrange details.
Prepares thorough event timelines to ensure all parties understand their schedules and responsibilities. Follows up with applicable departments as needed to answer questions and verify readiness.
Maintains detailed notes and documentation, allowing any staff member to readily understand event status and pending arrangements.
Finalizes event pricing with clients, collects deposits, and monitors payments in accordance with Zoo procedures. Notifies clients in a timely manner if non-payment may result in event cancellation.
Ensures budget guidelines are followed and all expenditures are approved in accordance with the department budget.
Participates in execution of all event details including greeting clients and vendors upon arrival to the Zoo and monitoring flow of event activities. Addresses issues and resolves problems in a professional, service-focused manner.
Prepares and sends Event Evaluation forms to clients to request feedback. As appropriate, responds to client comments and/or recommends procedural changes to address concerns.
For Zoo fundraisers, assists in tracks and documents all staff hours used in planning and facilitating each event.
Maintains Preferred Vendor List to ensure the highest quality services that will contribute to the Zoo’s positive public image.
Assists Events Manager in the development of policies and procedures as requested.
Assists with development and updating of marketing plans designed to generate revenue and maximize the Zoo’s special event attendance. Collaborates with Marketing Department staff to design and produce promotional materials, as requested.
Actively promotes the Zoo as an event destination to the community at large.
Performs other projects and tasks as assigned.

Education and Pre-requisites

Qualifications/Basic Job Requirements

College-level coursework or vocational training Hospitality, Marketing or related field desired.
Minimum two years’ event planning experience.
Proficiency with Microsoft Office suite is required.
Highly organized and comfortable with planning across multiple teams and vendors.
Self-starter, who can work independently and proactively to resolve issues.
Valid California driver’s license and a clean driving record.
Excellent written and verbal English communications skills required. Bilingual (Spanish or Hmong) communication skills a plus.
Ability to work evenings, weekdays, weekends, and holidays.
Physical Requirements:
These are physical and mental requirements of the position as it is typically performed. Inability to meet one or more of these physical or mental requirements will not automatically disqualify a candidate or employee from the position. Upon request for a reasonable accommodation, the Zoo may be able to adjust or excuse one or more of these requirements, depending on the requirement, the essential functions to which it relates, and the proposed accommodation.

Close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer terminal, and extensive reading.
Color perception is also required.
Ability to receive detailed information through oral communication (in person and via telephone), at normal speaking levels with or without correction.
Expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken information to others in small group settings.
Hand and finger dexterity sufficient for typing and other administrative tasks.
The employee is regularly required to lift and/or carry up to 10 pounds, and occasionally up to 25 pounds.
Work Environment

The position primarily functions indoors, with frequent exposure to outdoor Zoo environments and external events.
Occasional local travel and out-of-town travel required.

Compensation and benefits

Not specified.

Application instructions

Please Apply At
https://www.fresnochaffeezoo.org/careers/