What are the responsibilities and job description for the Olbrich Gardens Private Events Coordinator position at City of Madison, WI?
General Description
Olbrich Botanical Gardens is a nationally recognized award-winning botanical garden. Outdoor gardens are a model of sustainable horticulture while serving as a backdrop to many private events. The indoor Bolz Conservatory features tropical plants from around the world, including Olbrich's own orchid collection. Learning is the focus in the new Frautschi Family Learning Center, Olbrich’s first dedicated education space. The purpose of this position is to make these spaces available to the public through private events and facility rentals. As a result, this position is responsible for generating revenue from facility rentals and photo permits. This position is also a key member of the Guest Experience Department, integrating facility rentals into general guest services and assisting with general guest services as needed.
This position is responsible for administrative, customer service, and team leadership work involving the planning, organization, and coordination of services and activities for private events/rentals held at Olbrich Botanical Gardens. The individual in this position is involved in all aspects of guest services and facility rentals, including interactions with caterers and other vendors associated with facility rentals. This position is responsible for meeting the revenue goals for the facility rental program by securing reservations for private events/rentals. The work includes planning, coordinating, and overseeing all activities and customer contacts relating to assigned events prior to, during, and following the event. This position requires the ability to coordinate services and equipment provided by Olbrich Botanical Gardens, as well as outside event suppliers and caterers.
Skills needed for this position include the ability to provide team leadership and training, high attention to detail, the ability to multitask, collaboration across departments and outside of the organization, and excellent customer service skills. The position requires the ability to work in public spaces that at times can be high traffic, indoors and outdoors, in various climates, and in loud settings.
This position manages the overall organizational calendar and oversees set-up needs. This position requires effective communication skills that maintain positivity while requiring that guests and rental clients abide by appropriate City of Madison, Madison Parks Division, and Olbrich Botanical Gardens policies and procedures. This position is a member of the Guest Experience Department and reports to the Director of Guest Experience.
This position is regularly scheduled for 38.75 hours per week. Standard work hours are 8:00 am to 4:30 pm, Monday through Friday; however, the work schedule requires flexibility, including working evenings and weekends depending upon the rental program's needs.
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
Examples of Duties and Responsibilities
Private Events and Facility Rentals
- Respond to inquiries related to facility rentals and photo permits in a timely manner via phone, email, or in-person.
- Plan, coordinate, and oversee all phases of assigned events to include advance planning, client meetings, day-of-event details and post-event evaluation. Establish and maintain contact with clients for events. Determine client needs and establish a plan for meeting those needs.
- Coordinate services, manage set-up needs, and process equipment requirements for assigned events and communicate necessary event information to other staff in a timely manner. Evaluate requests for changed or added services prior to and during the event and determine how they can be accomplished.
- Act as liaison with caterers and other vendors as needed. Oversee and monitor events and report any problems or situations that occur with food, equipment, staff, or other concerns.
- Coordinate and communicate event equipment and service needs with clients, Olbrich staff, caterers, and other outside vendors. Schedule and conduct meetings with clients to determine needs. Schedule and conduct meetings with Olbrich staff to determine how to meet client requirements. Schedule pre- and post-rental meetings as appropriate.
- Prepare and distribute event-related information in event software in a concise, professional, and accurate manner, including event orders, detailed outlines and instructions for events, and drawings illustrating event requirements and room layouts. Notify coworkers of changes.
- Conduct tours of the facility for clients and prospective clients. Assist Olbrich staff with logistical questions about prospective business.
- Develop, implement, and administer systems to manage proper space use; coordinate multiple events' move in/out times and custodial services; oversee equipment availability and usage; and coordinate other activities related to events.
- Maintain a courteous, cooperative, and professional environment for clients, coworkers, vendors, and the general public.
- Utilize RecTrac software (or other future systems) for tracking rentals, creating contracts, reserving equipment, and overall calendar management.
- Review and/or establish rate policies annually.
- Maintain current rental program information and fee data on the website and other materials.
- Collaborate with Public Relations and Marketing to create promotional materials for the facility rental program.
Administration, Permits, and Contracting
- Maintain an organization-wide calendar to ensure spaces are set up properly and not double-booked. Collaborate with other departments on their space and set-up needs.
- Coordinate with the Facility Maintenance Department to schedule the necessary building attendant staffing for evening and weekend use.
- Establish and facilitate service by caterers; calculate percentages due from caterers; create a tracking system for assuring catering percentages are received; and follow up with caterers on late payments or problems.
- Monitor and control all billing activities for private events, facility rentals, and permits in coordination with established policies and procedures.
- Review event orders for accuracy of charges and adjust as needed. Following events, review work orders from all departments to ensure equipment and services are billed correctly.
- Follow all City of Madison cash handling procedures.
- Prepare and maintain all permits for vendors.
- Maintain records on types of rentals, number of rental hours, fees contracts, attendance and other rental program data. Prepare monthly and annual reports as required.
- Process payments and invoices for any transactions between the City of Madison and Olbrich Botanical Society.
- Evaluate policies and procedures on a regular basis and implement changes as warranted. Ensure all policies and procedures are aligned with City of Madison Racial Equity and Social Justice Initiatives.
Manage Public Photo Permit Program
- Establish photography guidelines and fees for general photography, special large event photography (i.e., prom, graduations, etc.), and drone photography. Ensure City of Madison equity standards are followed and met for all policies.
- Monitor scheduling of all photo sessions at Olbrich Botanical Gardens. Ensure photo permits are scheduled at times to avoid conflict with other programs, rentals, and photo permits.
- Issue photo permits for public use including explanation of the photo policy to applicants.
- Maintain accurate information about photo policies posted on the website and onsite.
- Manage photo permits for large public popular events such as prom and graduations.
- Communicate with Public Relations and Marketing staff when commercial or publicity photo permits are requested.
Guest Services and Other Duties
- Assist with general guest services related to front-of-house operations such as answering phones, ticketing, admission, and other duties.
- Fill in for Director of Guest Experience when requested.
- Collect donations and make change for front-of-house operations when requested.
- Perform other related duties as assigned.
Minimum Qualifications
- Three (3) years of experience in applying the following:
- Customer service policies and procedures;
- Point of Sale systems;
- Proper cash handling procedures; AND
- Two (2) years of experience in applying the following:
- Computers and computer software applicable to the duties of the position, including facility rental software (RecTrac, Veevart, or similar) and Microsoft Excel, Outlook, and Word (or similar programs/applications).
- Three (3) years of responsible administrative support experience that included significant administrative responsibilities involving complex clerical, administrative, and/or accounting/financial systems and procedures; AND
- Completion of coursework in business administration, communications, event management, hospitality management, marketing, public relations, sales management, or a closely related field.
- Associate's degree (or higher) from an accredited college or university in Business Administration, Communications, Event Management, Hospitality Management, Marketing, Public Relations, Sales Management, or a closely related field.
The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to effectively work with multicultural communities.
For a complete list of the knowledge, skills and abilities, please view the Program Assistant 1 class specification.
Special Requirements
Ability to meet the transportation requirements of this position.
Physical requirements:
- Work may be sedentary at times, but also requires standing for long periods of time and walking.
- Ability to set up tables, chairs, tv’s, and other items as needed for events.
- Ability to move over a wide array of surfaces including turf, brick, mulch and gravel paths, as well as asphalt and concrete.
- Ability to drive a golf cart when needed.
- Ability to work outdoors in a variety of weather conditions and indoors in a humid tropical environment.
- Ability to work in public spaces that at times can be crowded and loud.
- Ability to handle and manage high stress environments while maintaining professionalism.
- Payroll title for this position is Program Assistant 1 - Local 60
