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Events Coordinator: Administration

Company: Santa Barbara Zoo
Location: Santa Barbara
Posted on: September 18, 2022

Job Description:

Do you have a passion for celebration events, thrive on customer service with a diverse audience, enjoy working in a collaborative team environment, and is calm under pressure? Are you fulfilled working in a dynamic organization with an incredible mission and team and be solutions oriented, with strengths in organization and follow through? And a love for animals and the outdoors are also essential!

This is a regular, full time, non exempt position
Compensation: $18.00 per hour

Schedule/Time Commitment:

  • This position will require Saturday and Sunday shifts, as well as some evenings and holidays, in order to supervise certain Special Events, Birthday party, Corporate and Social Events.
  • The schedule will change based on the business/seasonal needs.

    *You must also complete the Zoo's Official Employment Application on the next page in order to be considered for the position*

    JOB DESCRIPTION

    SUMMARY:

    Under the general direction of the Events Manager, the Events Coordinator: Administration supports all administrative functions of the Zoo's special events, private events, and internal events, with a focus on the Birthday Party Program and small private events. The Events Coordinator assists with planning, coordinating and promoting events in conjunction with Zoo Catering Services by Rincon, and is responsible for ensuring that events held at the Zoo are a wonderful, enjoyable, and safe experience for everyone, in order to accomplish our goals of providing a superior guest experience, while successfully coordinating supporting services, while promoting the Zoo's mission and conservation efforts.

    This position:
    • Oversees and coordinates all birthday parties
    • Supports onsite private events (especially the small catered lunches) by coordinating internal or external catering, room space, etc.
    • Helps out with other events related issues (like supporting special zoo events).
      ESSENTIAL DUTIES include the following:
      • Understand and oversee all Zoo logistic aspects of special events -from the most popular Trick-or-Treating event on the Central Coast to a Beer Festival, corporate and social events- from company picnics to team building events, birthday parties, and all administrative duties in connection with events.
      • Execute Events programs
      • Responds to event inquiries in a timely manner
      • Assists guests in selecting the event venue and event options that will best fit their needs
      • Confirm bookings with guests by collecting signed contracts and processing deposits
      • Confirms and executes venue set up and tear down. Supervises event progress and Event Hosts
      • Monitors event activities to ensure compliance with applicable policies & procedures, satisfaction of participants, and resolution of any problems that arise
      • Interfaces with Zoo Catering Services by Rincon, Food & Beverage internal department, entertainment providers, and other vendors, to ensure successful, safe events
      • Inventory supplies and order as needed
      • Recommends modifications to birthday packages and programs to better fit guests' needs and expectations and enhance the event experience
      • Collaborates and assists with building and engaging a strong Events team
      • Trains and supervises birthday party hosts to ensure quality guest experiences
      • Coordinate with all departments to support Event operations
      • In conjunction with the Events team, the Events Associate maintains the Zoo's Event calendar, Discovery Pavilion Classrooms calendar, and communicates with both internal and external clients regarding dates, bookings, etc. in a timely and efficient manner.
      • Works with Food & Beverage Manager to standardize food and beverage orders and ordering procedure
      • Confirms event details with stakeholders (Animal Events, Attractions, Food & Beverage, Facilities, etc.)
      • Facilitates staff recruitment, onboarding, and training
      • Participates in recruitment efforts with selection and interviews
      • Trains new staff using established training materials and ensure that staff complete any required certifications in a timely manner
      • Schedules and facilitates onboarding and continuing education/training as needed, in collaboration with Events Manager
      • Identifies and supports staff members who would benefit from additional coaching, or who could be assigned stretched goals
        SECONDARY DUTIES:
        • Supports administrative duties of the Events Department
        • Schedules Birthday Party Hosts and Event hosts to ensure adequate event coverage.
        • Processes and records all event payments. Processes security deposit refunds after event conclusion.
        • Maintains database of client insurance, vendor policies and vendor insurance
        • Tracks event attendance and reports to Events Manager for inclusion in monthly reports
        • Collects feedback from event hosts, event attendees, and event vendors through surveys, online reviews, and word of mouth.
        • Assists Director of Business Operations and Events Manager with Zoo's general Marketing efforts.
        • Conducts comparison research and provide recommendations for new event programs or concepts.
        • Must be flexible and perform other duties as assigned
        • Assists other departments with office work during off peak seasons as assigned
        • Assists with managing internal bookings for meeting spaces

          Guest Relations
          • Greets every guest with a smile or a friendly "hello"
          • Thanks guests for supporting/visiting the Zoo
          • Answers phone calls promptly and professionally
          • Must stay calm in highly stressful situations, be knowledgeable of emergency procedures and be an active participant in drills, emergencies and lost child instances
          • Ensures the Zoo's presentation standards for cleanliness and maintenance are met by keeping work area clean, picking up trash, and reporting unsafe or unsightly conditions
          • Associates with guests to share information and assist, identify their needs, and make their experience a more personal one, providing a high level of customer service and satisfaction.
          • Responds to all guest inquiries, complaints, and comments according to Zoo guest relations procedures
          • Maintains a clean neat appearance and adheres to the Zoo's uniform dress code. Must have the ability to reflect a professional image while representing the zoo
          • Takes responsibility to stay informed about happenings at the Zoo such as reading employee communications and attending meetings
          • Reflects the qualities outlined in our Core Values, the Guest Relations Statement and the Employee Pledge
          • Promotes the Zoo's mission and conservation efforts.
          • Adheres to the Zoo's policies and procedures as outlined in the Employee Policy Manual.
          • Applies and Exemplifies "green" (sustainable) practices whenever possible.
          • Other duties as needed

            POSITION CRITERIA:

            To perform this job successfully, an individual must be able to execute each essential duty satisfactorily. The requirements and environmental characteristics described below are representative of the knowledge, skill, ability, and working and physical elements required of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

            This position operates in a professional, shared office environment and involves some outdoors duties. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

            Education and Experience
            • High school diploma or equivalent. College experience preferred.
            • At least 18 years of age
            • Some prior successful paid experience in a professional office environment with administrative functions
            • Experience in customer service, marketing, sales and/or event planning are preferred
            • Some Supervisory experience preferred
            • Proficient in using the MS Office Suite, and navigating websites and online professional tools. (Google docs, Drop Box)
              License, Certification, or Preferred Qualifications
              • Valid driver's license with good driving record
              • Fluency in English and Spanish languages is preferred
              • Computer literate with working knowledge of MS Suite (Word, Excel, Outlook...)
                Knowledge, Skills, Abilities
                • Must have the ability to:
                • Reflect a professional image while representing the zoo
                • Develop productive and friendly relationships at work,
                • Interact courteously and respectfully with supervisors, fellow employees, volunteers, and guests
                • Empathize with guests when emotions are high, problem solve, and the ability to tell when something is wrong -or is likely to go wrong, and solving the issue in a way that makes sense.
                • Handle stress positively and maintain composure: accept criticism and dealing calmly and effectively with high stress situations, keeping emotions in check, and avoiding aggressive behavior, even in very difficult situations.
                • Must be flexible, take initiative when appropriate, have excellent time management and organization skills, as well as excellent conflict resolution skills.
                • Effective oral and written communication skills
                • Active listening skills
                • Ability to follow and provide oral and written direction
                • Attention to details
                • Self-motivated
                • Ability to work collaboratively in a successful manner
                • Ability to meet deadlines and operate under time pressure, with various interruptions
                • Ability to work in busy shared office environment, with a positive outlook
                • Ability and willingness to attend off-site meetings or events as necessary
                • Ability to exercise safe work habits
                • Stay calm in highly stressful situations and be knowledgeable of emergency procedures
                • Receptive to special requests
                  Schedule/Time Commitment
                  • This position will require Saturday and Sunday shifts, as well as some evenings and holidays, in order to supervise certain Special Events, Birthday party, Corporate and Social Events.
                  • The schedule will change based on the business/seasonal needs.
                    Physical Demands & Work Environment
                    • Requires the ability to access all areas of the facility
                    • Must be able to kneel, bend, twist, climb stairs, sit, manipulate computer tools, stand and/or move for up to three continuous hours.
                    • Regularly required to communicate, exchange information, or hear face to face, via radio and/or telephone
                    • Ability to drive carts safely
                    • Ability to use hands to finger, handle, grasp, or feel; and reach with hands and arms
                    • Close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
                    • Ability to lift 10-20 pounds frequently, and 30 pounds regularly in course of normal duties
                    • Involves working effectively in a shared office space, as well as out-of-doors in all weather conditions
                    • May occasionally be exposed to aggressive/angry people
                    • Must enjoy and thrive in a fast paced work environment
                    • Supportive and open employment culture
                      Tools Used:
                      • Personal Computer and software (Excel, Power Point ,Outlook, Point of Sale Counterpoint, Outbound, WhenToWork scheduling software, other but not limited to online working platforms)
                      • Keys
                      • Two-way Radio
                      • Hand tools
                      • Standard office equipment; telephone, copier, facsimile machine, calculator, and others as required
                      • Electric Cart
                      • Events equipment

                        *You must also complete the Zoo's Official Employment Application on the next page in order to be considered for the position*

                        The Zoo reserves the right to revise this job description at any time. The job description does not constitute a contract for employment, and does not guarantee employment for any specified period of time. The job description does not in any way alter the at-will employment relationship.

                        The Santa Barbara Zoo is unable to sponsor applicants for work visas.

                        Compensation: $18.00 per hour

                        We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

                        Do you love animals and working with people? Join the fun, caring, friendly, and energetic team at the Santa Barbara Zoo in our mission of preservation, conservation, and enhancement of the natural world and its living treasures through education, research, and recreation!

                        Once you apply, please make sure to check your spam folder if you do not see an email response from the Zoo.

                        The Santa Barbara Zoo is a private 501(c)(3) nonprofit corporation and is a fully accredited member of the Association of Zoos and Aquariums. It is known as one of the world's most beautiful zoos, and is located on 30 acres of lush botanic gardens overlooking the Pacific Ocean, Andree Clark Bird Refuge, and Santa Ynez Mountains. It is home to more than 146 animal species living in open, naturalistic habitats. Our wonderful collaborative team includes up to 220 employees and 50 volunteers.

Keywords: Santa Barbara Zoo, Santa Barbara , Events Coordinator: Administration, Other , Santa Barbara, California

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