Event Sales Coordinator

Fort Worth Zoo; Fort Worth (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Fort Worth Zoo is seeking an Events Coordinator to plan, coordinate, and execute private events from start to finish. You will liaise with clients, vendors, catering, and internal teams to ensure flawless experiences.

The role demands strong communication, organizational skills, and the ability to work evenings, weekends, and holidays. You will prepare BEOs and diagrams, conduct site walks, manage inventories, and handle invoices with guests in mind.

Qualifications

• Strong commitment to exceptional customer service and guest experience.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Strong organizational and time-management skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Friendly, professional, and relationship-focused demeanor.
• Ability to work independently and collaboratively across departments.
• Requires working nights, weekends, and after-hour events.
• Experience maintaining databases and tracking event information.
• Proficiency in Microsoft Office applications.
• Strong skills in logistics management and vendor coordination.
• Experience with CRM or event management software preferred.
• Ability to problem-solve and adapt during live events and changing priorities.
• Valid driver’s license with acceptable motor vehicle record to maintain Zoo standards of insurability

Responsibilities

• Plan and coordinate all logistical aspects of events from initial planning through post-event wrap-up.
• Maintain clear, professional, and timely communication with clients throughout the event planning and execution process.
• Prepare BEOs, event diagrams, and other internal event documentation to support successful event execution.
• Coordinate and facilitate site tours and venue walk-throughs for potential and existing clients to showcase event spaces and amenities.
• Work cross-functionally with catering, event operations, animal programs, and other internal stakeholders to ensure all aspects of the event are executed efficiently and effectively.
• Serve as the primary point of contact for clients, vendors, and Zoo staff throughout all events.
• Develop and maintain partnerships with external vendors, event partners, and consultants to ensure reliable support and exceptional event experiences.
• Coordinate with external vendors to facilitate event needs, including rentals, lighting, power requirements, and operational support.
• Conduct walkthroughs of all event spaces before each event to ensure all equipment, facilities, and amenities are clean, functional, and event-ready; report and follow up on any needed repairs.
• Work closely with the event operations department to manage inventory and assets of event equipment, supplies, and décor to ensure availability, organization, and proper maintenance.
• Monitor and maintain accurate invoice and payment records to ensure deposits and outstanding balances are collected in accordance with event agreements.
• Work evenings, weekends, and holidays based on scheduled events and operational needs.
• Provide administrative support as needed.
• Have regular and punctual attendance.
• Other duties as assigned

Skills

Customer service

Multitasking

Time management

Communication

Relationship building

Team collaboration

Evening/weekend availability

Event data management

MS Office

Logistics management

CRM / event management software

Problem solving

Driver's license

Education

Experience in event planning/coordination

Bachelor's degree in marketing, hospitality, or related field

Combination of education and experience considered

Tools

CRM or event management software

Job description

Summary

This position supports the planning, coordination, and execution of Zoo private events.

Essential Duties and Responsibilities

• Plan and coordinate all logistical aspects of events from initial planning through post-event wrap-up
• Maintain clear, professional, and timely communication with clients throughout the event planning and execution process
• Prepare Banquet Event Orders (BEOs), event diagrams, and other internal event documentation to support successful event execution
• Coordinate and facilitate site tours and venue walk-throughs for potential and existing clients to showcase event spaces and amenities
• Work cross-functionally with catering, event operations, animal programs, and other internal stakeholders to ensure all aspects of the event are executed efficiently and effectively
• Serve as the primary point of contact for clients, vendors, and Zoo staff throughout all events
• Develop and maintain partnerships with external vendors, event partners, and consultants to ensure reliable support and exceptional event experiences
• Coordinate with external vendors to facilitate event needs, including rentals, lighting, power requirements, and operational support
• Conduct walkthroughs of all event spaces before each event to ensure all equipment, facilities, and amenities are clean, functional, and event-ready; report and follow up on any needed repairs
• Work closely with the event operations department to manage inventory and assets of event equipment, supplies, and décor to ensure availability, organization, and proper maintenance
• Monitor and maintain accurate invoice and payment records to ensure deposits and outstanding balances are collected in accordance with event agreements
• Work evenings, weekends, and holidays based on scheduled events and operational needs
• Provide administrative support as needed
• Have regular and punctual attendance
• Other duties as assigned

Qualifications

• Strong commitment to exceptional customer service and guest experience
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment
• Strong organizational and time-management skills with exceptional attention to detail
• Excellent verbal and written communication skills
• Friendly, professional, and relationship-focused demeanor
• Ability to work independently and collaboratively across departments
• Requires working nights, weekends, and after-hour events
• Experience maintaining databases and tracking event information
• Proficiency in Microsoft Office applications
• Strong skills in logistics management and vendor coordination
• Experience with CRM or event management software preferred
• Ability to problem-solve and adapt during live events and changing priorities
• Valid driver’s license with acceptable motor vehicle record to maintain Zoo standards of insurability

Education and/or Experience

• One to three years of experience in event planning/coordination, sales support, catering, hospitality or related role
• Bachelor’s degree in marketing, hospitality, or a related field preferred
• A combination of relevant education, training, and professional experience may be considered to meet the requirements of the position

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk; stoop, kneel, crouch, or crawl; and talk or hear. The employee frequently is required to sit. The employee must frequently lift and/or move up to 25 pounds.

Work Environment

• Team oriented environment
• Ability to work irregular hours (holidays and weekends)
• Ability to work special events and functions as required
• Ability to work outdoors in heat, cold and inclement weather

Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as a complete inventory of all responsibilities, duties and skills required for the position.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an at-will basis.