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!
If this describes you, we have an immediate opening for our Full Time Events Associate position and invite you to apply today!
Schedule: Generally Wednesday through Sunday, 9:00am – 6:30pm, including some holidays and based on business needs.
Compensation: $17.00 per hour.
You must also complete the Zoo's Official Employment Application on the next page in order to be considered for the positionJOB DESCRIPTIONESSENTIAL DUTIES include the following:
Understand and support all aspects of Zoo special events, corporate and social events, and all administrative duties in connection with events.
Sell, plan, coordinate and facilitate birthday party and small event reservations
Respond to event inquiries in a timely manner
Assist guests in selecting the event venue and event options that will best fit their needs
Upsell enhanced event options
Confirm bookings with guests by collecting signed contracts and processing deposits
Confirm and execute venue set up and tear down. Supervise 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.
Maintain and enhance birthday party program
Inventory supplies and order as needed
Recommend modifications to birthday packages and programs to better fit guests’ needs and expectations and enhance the birthday experience
Collaborate and assist with building and engaging a strong Events team
Train and supervise 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.
Work with Food & Beverage Manager to standardize food and beverage orders and ordering procedure
Confirm event details with stakeholders (Animal Events, Attractions, Food & Beverage, Facilities, etc.)
SECONDARY DUTIES:
Support administrative duties of the Events Department
Schedule Birthday Party Hosts and Private Event hosts to ensure adequate event coverage.
Process and record all event payments. Process security deposit refunds after event conclusion.
Track event attendance and report to Events Manager for inclusion in monthly reports
Collect feedback from event hosts, event attendees, and event vendors through surveys, online reviews, and word of mouth.
Assist Director of Business Operations and Events Manager with Zoo’s general Marketing efforts.
Conduct 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 separated child instances
Ensure 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
Associate 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.
Respond to all guest inquiries, complaints, and comments according to Zoo guest relations procedures
Maintain 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
Take responsibility to stay informed about happenings at the Zoo such as reading employee communications and attending meetings
Reflect the qualities outlined in our Core Values, the Guest Relations Statement and the Employee Pledge
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 job operates in a professional office environment. 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
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 language is preferred
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
Handle stress positively and maintain composure: accept criticism and deal calmly and effectively with high stress situations, keep emotions in check, and avoid aggressive behavior, even in very difficult situations.
Must be flexible, take initiative when appropriate and have excellent time management skills
Effective oral and written communication 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 out-of-doors in all weather conditions
May occasionally be exposed to aggressive/angry people
Must enjoy 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
You must also complete the Zoo's Official Employment Application on the next page in order to be considered for the position
This job description is representative of the expectations of the position described. Additional duties, reporting relationships, and/or position criteria may be assigned as deemed necessary by the Chief Executive Officer or authorized representative. No changes to this job description shall be made without written permission by the Chief Executive Officer or authorized representative.
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.