Events and Rentals Coordinator

Kaizen Lab Inc.; Baltimore (MD); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

24 days PTO

Medical, dental, vision

401(k)

Job summary

Kaizen Lab Inc. is seeking an Events and Rentals Coordinator to manage and execute special events and facility rentals at the Zoo. The role serves as the on-site contact for Zoo staff, rental clients, and guests on event days, ensuring smooth execution and strong guest service.

The coordinator will support administrative tasks, assist with vendor coordination, and help drive revenue goals while promoting DEAI initiatives and sustainability within the department.

Qualifications

• Bachelor’s degree preferred.
• Minimum one year of direct experience working on large-scale events including sponsor fulfillment.
• Minimum of two years of customer service experience.
• Proficiency with Microsoft Office software, including Microsoft Outlook, Excel, and Word.
• Willingness to obtain and maintain TIPS certification.
• Possess a valid driver’s license.
• Experience coordinating paid and volunteer staff.

Responsibilities

• Assist in planning, coordinating, and implementing special events and facility rentals, including contracts, COIs, and collecting payments into the CRM database.
• Respond to facility rental inquiries, schedule tours and walk-throughs with clients, and assist in follow-up.
• Perform event setup and breakdown, provide on-site oversight and guest services during events.
• Coordinate with outside contractors, vendors, and sponsors, ensuring their needs are met.
• Respond to event inquiries, assist guests with tickets, and manage confirmations and rescheduling.
• Digitize and organize department files, input vendor data, and tidy CRM data.
• Plan and attend off-site marketing events to boost ticket sales and community awareness.
• Provide superior customer service to guests and rentals, escalating issues when needed.
• Develop partnerships with community organizations to broaden reach and promote inclusive offerings.
• Maintain and organize department supplies and assist with weekly department meetings.

Skills

Customer service

Event coordination

Vendor management

CRM data entry

Microsoft Office

Education

Bachelor’s degree preferred

Tools

Microsoft Outlook

Excel

Word

CRM software

Job description

General Summary: The Events and Rentals Coordinator is responsible for coordinating and executing special events and facility rentals at the Zoo. The Coordinator will directly support special event days at the Zoo including serving as the on-site contact for Zoo staff, rental clients, and event guests on special event days. The Events and Rentals Coordinator will be expected to be on grounds to meet if not exceed the administrative support needs of the rentals and events. Additionally, the Events and Rentals Coordinator will support the Zoo’s mission to save wildlife and protect wild places and contribute to its environmental, social, governance sustainability, conservation, education, and DEAI (Diversity, Equity, Accessibility, and Inclusion) goals.

Essential Functions:

Primary Functions:

• Assist in planning, coordinating, and implementing special events and facility rentals, including contracts, and COIs, and collecting and inputting payments into the CRM database.
• Respond to facility rental-related inquiries, schedule tours and walk-throughs with current and prospective rental clients, and assist in subsequent follow-up;
• Perform event setup and breakdown, assist with onsite oversight and execution on event days, including guest check-in, directional support, volunteer deployment, merchandise sales, beverage pouring, etc.;
• Communicate with outside contractors regarding event setup details, mail confirmation packages, confirm and coordinate the arrival of vendors and sponsors for events, monitor set up and ensure their needs are met throughout the event;
• Respond to event-related inquiries, assist guests with scheduling tickets, send out confirmation emails, and reschedule tickets as needed;
• Responsible for digitizing and organizing past and current department files, data entry for vendor information, and CRM data entry and database cleanup;
• Plan, coordinate and attend off-site marketing events and street teams to increase event ticket sales and foster awareness;
• Provide superior customer service to event and rental guests by answering questions, anticipating needs, escalating issues when appropriate, and meeting and/or exceeding guest expectations;
• Assist in the development of partnerships with community organizations with the goal of both broadening the Zoo’s reach within the community and also making rentals and event offerings diverse, accessible, equitable and inclusive;
• Responsible for maintaining and organizing department supplies, including linens and laundry, utensils and dishes, glassware, giveaways, prizes etc.;
• Responsible for compiling agenda for weekly department meetings;
• Responsible for review of department web pages every month;
• Assist with Ravens event days and sales on Ravens Walk;
• Provide administrative support to achieve department revenue goals;
• Use sound judgment and report incidents to management or security, as needed;
• Facilitate and support events for other Zoo departments, including education and animal;
• Assist other departments as needed for cross-utilization of skills and manpower;
• Work collaboratively with other departments to create necessary event collateral such as posters, banners, and handbills for internal and external promotion of the Zoo’s events;
• Perform other duties as assigned; and,
• Adhere to all policies and procedures of the Zoo.

Communication (Internal and External

• Responsible for meeting with departments throughout the Zoo and coordinating their efforts in relationship to development activities;
• Manage and update event pages on the Zoo’s website;
• Communicate with various Zoo managers on event days to ensure coordination of efforts;

Management of Resources (Financial, Human Resources, Facilities)

• Responsible for Altru data input, data ownership, and accuracy;
• Required to maintain confidentiality of all collected personal and financial information;
• Collaborate with Volunteer Department to assign volunteer roles for special events;
• Fiduciary responsibilities include ticket sales, cash handling, selling inventory at festivals and events, verifying department invoices, and approving purchase orders as needed.

Minimum Qualifications:

Education:

• Bachelor’s degree preferred.

Experience/Training:

• Minimum one year of direct experience working on large-scale events including sponsor fulfillment required;
• Minimum of two years of customer service experience required;
• Proficiency with Microsoft Office software, including Microsoft Outlook, Excel, and Word required;
• Willingness to obtain and maintain TIPS certification required;
• Possess a valid driver’s license;
• Experience coordinating paid and volunteer staff.

Traits Desirable:

• Ability to work with individuals from a wide variety of ethnic, cultural, and economic backgrounds;
• Strong organizational and communication skills;
• Self-directed, collaborative and detail-oriented.

Hospitality:

• Friendly and outgoing;
• Possess a positive and patient attitude;
• Possess excellent verbal communication skills;
• Possess excellent organizational skills;
• Able to multitask and juggle multiple projects.

Working Conditions:

• Must be able to stand and remain active for an eight-hour work day, and ten to twelve-hour special event days;
• Must be able to walk large areas of the Zoo as needed;
• Must be able to work in an outdoor weather environment in all seasons and weather, including heat/humidity, cold temperatures, and/or wet conditions;
• Exposure to potential environmental hazards such as poison oak/ivy, uneven terrain, insect bites/stings, and Hepatitis B depending on the position;
• Ability to work a flexible schedule to include weekends, holidays, and special events;
• Must be able to exert up to 50 pounds of force to lift, push, pull, carry, or otherwise move objects.

Equipment:

• Must be able to operate a variety of machines and equipment including computer, telephone, two-way radio, scanner, copier, fax, golf cart, and vehicles.

Benefits:

• We offer an excellent benefits package including 24 days of Paid Time Off (PTO), Sick and Safe Leave, and 2 paid holidays.
• Eligible for medical, dental, vision, short- and long-term disability and life insurance.
• 401(k) with employer match.

Disclaimer:

The statements above are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified. Therefore, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change.