Special Events Coordinator

The Living Desert Zoo & Gardens - Palm Desert, CA3.0

Full-time

The Special Events Coordinator is responsible for all aspects of Zoo rentals, events & birthday parties including but not limited to promotion, liaising with clients, contracting, collecting payment, meet & greet contact during event and follow-up after event.

Essential Functions:

Primary Function:

  • Coordinating all aspects of Facility Rentals, Events & Birthday Parties to insure customer satisfaction and repeat business while striving to meet budget expectations.

Communication (Internal and External):

  • Assisting in the preparation of the facility rentals, special events & birthday party budget for review by Events Manager.
  • Preparing contracts, invoices, collecting payments, and manifesting all facility rentals, special events & birthday party payments in the correct manner
  • Meeting sales goals by promoting and up-selling programs
  • Insuring complete customer satisfaction for all facility rentals, special events & birthday parties, before, during and after event
  • Insuring appropriate physical condition and appearance of all rental facilities, special event sites & birthday party areas, equipment and supplies by coordinating repairs, safety checks and preventive maintenance
  • Insuring appropriate & timeous communication of all facility rentals, special events & birthday parties to all departments
  • Managing the master schedule and controlling availability
  • Researching, communicating with and participating in meetings of appropriate groups and associations.
  • Insuring that events & birthday parties are adequately staffed by scheduling volunteers and staff.
  • Mailing birthday cards to last years birthday party clients on a timeous basis through out the year
  • Sending evaluation letter to clients following event
  • Researching appropriate companies & associations for sales calls & mailings
  • Developing relationships with industry counterparts, encouraging referrals
  • Participating in appropriate “Zoo Wide” committees and meetings
  • Insuring appropriate communication of all facility rental events to all departments
  • Providing weekly sales recap of sales activity and weekly activity report
  • Acting as “Receptionist Lunch Relief” as scheduled
  • Work in and/or help in any aspect of zoo operations as directed/ when appropriate
  • Create event diagrams and update as needed

Management of Resources (financial, human resources, facilities):

  • Coordinate with other departments when needs arise: security, custodial, events, volunteers, finance, guest services and others as required by specific events

Minimum Qualifications:

Education:

  • College degree or minimum of 3 years experience in related field

Experience/Training:

  • Customer Service
  • Sales
  • Knowledge of Computer Programs including MS Outlook e-mail and Using MS Office, Vectorworks experience and/or trainable.

Traits Desirable:

  • Methodical, efficient, friendly, good communications skills.
  • Ability to see and hear along with speaking, reading, and writing English.
  • Capacity to multi-task and stay productive in a challenging environment.
  • Bi-Lingual (Spanish/English) is a plus.

Equipment:

  • Valid CA Driver’s License,
  • Operating a golf cart, pick up truck, or van; using a 2-way radio
  • Operating a computer-based point of sale system

Working Conditions:

  • Working time as needed to insure appropriate level of service for all facility rentals special events & birthday parties –requires being on-call and reachable by telephone on days not working
  • Standing and/ or walking during 100% of working time
  • Walking, bending, climbing, reaching, and lifting, moving and carrying packages weighing up to 50 lbs.
  • Working outdoors in any weather conditions

Job Type: Full-time

Salary: $17.00 /hour

Experience:

  • Special Events Planning: 3 years (Preferred)

Education:

  • Bachelor's (Preferred)

License:

  • CA Drivers License (Required)