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Fresno Chaffee Zoo

Event Coordinator Birthday Parties

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.

How to Apply

Fresno Chaffee Zoo
894 W Belmont Ave
Fresno, CA 93728

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