(Temporary – Full Time)

Toledo Zoo & Aquarium

GENERAL STATEMENT OF JOB

Under general supervision, provides administration support and assistance for the department, which involves preparing correspondence, maintaining detailed and accurate event records, processing event payments, answering the telephone for a high volume of customer inquiries for all event types. Solely responsible for processing all group tickets. Will also process a high volume of registrations for all revenue generating events such as wine tastings, Brewdolph, Mothers/Fathers Day. Maintain Odoo (event software) for all department events. This position reports to the Director of Group Sales. This position is non-exempt under the Fair Labor Standards Act and requires 40 hours per scheduled work week from June 10th, 2024 – Estimate end of September, 2024. The Toledo Zoo is a drug-free workplace, including marijuana.

SPECIFIC DUTIES AND RESPONSIBLITIES

ESSENTIAL JOB FUNCTIONS

• Respond to telephone calls: determine the needs of the caller, take registrations, qualifying event inquires by giving the customer initial information and then passing to the appropriate sales person.
• Submits payments received for events to the Finance Department for processing; Records and tracks payments.
• Coordinate availability of all event spaces on Zoo grounds for internal client’s bookings.
• Maintain all necessary reports as requested from the Director of Group Sales of the Vice President such as the after hours report.
• Coordinate consignment program; follow up on orders, promotional materials, and maintaining all advanced tickets and collect outside tickets and monies and establishes new business for the program.
• Maintain accurate records and prepare multiple monthly reports for motor coach, after hour events attendance, revenue generating events.
• Maintain events and group orders in Odoo.
• Operates TPP, a computer program for catered events.
• Maintains the Zoo master calendar for all catered events, donor events, meetings concerts, in-house and revenue generating events, also maintain group sales booking calendar for the sales team.
• Process all school box/sack lunch orders.
• Respond to inquiries, follow-up and book all birthday parties
• Receives, reviews, prepares, and/or submits various reports and records including payments, forecasting, various publications, purchase requests, tickets records, and general office correspondence.
• Order all office supplies for the Group Sales and Catering team.
• Field all calls when concert series is announced and assist with promotion code for members.
• Process and Log all complimentary tickets and company for kids tickets.
• Utilizer various types of equipment and machinery including, computer, printer, copies, fax machines, calculator, audio visual equipment and general office supplies.
• Performs other related duties as required.
• Assist in accurate website information for events is updated as needed

MINIMUM TRAINING AND EXPERIENCE

• Vocational/technical school training in secretarial science
• One to two years of experience in secretarial science, or any equivalent combination of education and experience

The Toledo Zoo is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, religion, color, creed, genetic information, sex, age, national origin, disability, military status, sexual orientation, gender identity or expression, or any other characteristic protected by law.