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Reid Park Zoological Society

Rental Coordinator

OVERVIEW

Come join us at the Reid Park Zoological Society!

Reid Park Zoological Society is seeking a Rental Coordinator. The Society is a 501(c)(3) nonprofit organization whose mission is to support, advocate for and enhance the value of Reid Park Zoo and its mission to encourage commitment to the conservation of biological diversity and to provide educational and fun experiences for visitors of all ages. Reid Park Zoo is the largest attended cultural attraction in Southern Arizona with approximately 500,000 visitors annually.  Be a part of a vibrant, growing organization as Reid Park Zoo implements an exciting master plan that will be investing over $60M in new exhibits over the next ten years.  No phone calls or visits please.

 

POSITION

This position is responsible for coordinating and executing rental sales. This includes responding to customer enquiries, meetings, developing cost estimates, up sell Zoo activities, processing financial paperwork, deposits, and payments, coordinating outside vendors, managing rental logistics, coordinating seasonal staff and post-rental administration. It is responsible for opening and closing the Zoo during rentals including safety and security measures.

Reports To:   Events and Outreach Supervisor

 

RESPONSIBILITIES

Rentals

  • Responds to customer enquiries regarding rentals at the Zoo.  This may involve email, website, following up on recommendations or attending meetings.
  • Preparation of client cost estimates. This may involve coordinating with outside vendors for linens, activities, and catering. Coordination with other departments to schedule value added activities.  These may include animal encounters, carousel and giraffe feeding.
  • Coordinating paperwork such as client agreement, rental guidelines, credit cards, and authorization forms.
  • Coordinates seasonal staff and assists with scheduling.  Assists Events Coordinator when required.
  • Preparation of rental notification to all staff. Creates/ updates online & physical calendars.
  • Coordinate day of rental including set-up, tear-down, safety, security measures, customer service, part-time staff and related activities. Coordination of weddings, involving multiple days of site visits, rehearsal, and decoration.
  • Follow up post-rental customer service with surveys and thank you letters. Send holiday and appreciation cards to past clients.
  • Track clients in a yearly spreadsheet for reporting and customer appreciation. Create surveys and registration forms online. Shares results with others.
  • Coordination with the Director of Development and committee members on silent auction for the annual gala. Prepares items for silent auction.

Administrative Functions

  • Perform duties in accordance with Zoo policies.
  • Actively participates in staff training and all staff.
  • Responsible for inventory maintenance. Conforms to approved rental budget.
  • Purchases equipment & helps with rental equipment including storage/ maintenance. Maintain linens and swatch books.
  • Creates and maintains Zoo Keeper rental schedule
  • Other Duties as Assigned

 

PREFERRED QUALIFICATIONS, SKILLS AND ABILITIES

  • High School or GED required. University degree preferred.
  • 2 years’ experience in planning and coordinating special events required.
  • Excellent interpersonal and communication skills, both written and oral.
  • Employee is expected to work outdoors in a variety of temperatures.
  • Ability to lift up to 40+ lbs.  Ability to walk and stand for long periods of time.
  • Demonstrated ability to tactfully handle stressful situations, negotiate and resolve conflicts & maintain confidentiality.
  • Establish and maintain effective working relationships with all stakeholders.
  • Strong computer skills with proficiency in MS Word, Excel and Outlook. Knowledge of Altru and Maestro preferred.
  • Excellent time management, organization and independent judgment skills. Willingness to take responsibility and problem solve in a proactive manner.
  • Ability to work flexible work schedule including nights and weekends.

Further Comments

Company will not reimburse relocation cost

Salary

DOE

How to Apply

hr@reidparkzoo.org

Reid Park Zoological Society
1030 S. Randolph Way
Tucson, AZ 85716
Phone: 5208814753

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