Event Sales & Logistics Coordinator

Fort Worth Zoo

Fort Worth (TX)

On-site

USD 45,000 - 65,000

Full time

14 days+

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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