Event Sales / Planning Manager

Employment Type: Full Time
Reports To: Director of Sales
Coordinates With: All Zoo Departments
Summary of Responsibilities: This highly motivated individual will be responsible for generating revenue through event sales, managing client relationships, and overseeing the planning and execution of events. The ideal candidate must show enthusiasm in their work and can be relied upon to provide exceptional customer service.
Salary: $44,000 – $54,000

EPZ Team Member Responsibilities:

• Assist the Zoo in fostering an appreciation of wildlife and the environment that will inspire active participation in conservation.
• Assist management in ensuring safety, cleanliness, and efficiency in all areas of operation in the Zoo.
• Adhere to proper dress attire at all times; appearance policy for this position is business attire.

Specific Duties & Responsibilities:

OVERVIEW

• Execute the sales and planning process from initial inquiry, through creating a quote, booking a client, planning the specific details of the event, and ensuring proper execution of the event. Private Rentals include but are not limited to: weddings, social events, corporate meetings, fundraisers, and special events.

SALES RESPONSIBILITIES

• Sales: Follow up with client inquiries in a timely and efficient manner to answer questions, conduct facility tours, create and revise pricing proposals, and communicate as needed to attain the goal of booking the event. Update inquiry tracking documents. Requires strong follow up, negotiating and organization skills.
• Event Booking: Creation and execution of sales order, contract, and payment schedule.
• Sales Order: Update as needed with revised headcounts, menu changes, and experiences.
• Payments: Process deposit and subsequent payments towards event until paid in full.

PLANNING RESPONSIBILITIES

• Generate BEOs (Banquet Event Orders) for booked events. Details of BEO include event timeline, floor plan, menu, bar, setup, animal experiences, attractions, and equipment needs. Frequent communication with client to finalize details. Communication includes e-mails, phone calls and in person planning meetings as necessary to ensure client satisfaction with final event details.
• Create floor plans with set-up information.
• Create custom maps with event details as needed.
• Place orders for all rentals and special events throughout zoo as needed, including but not limited to linen orders and party rental orders (chairs, tables, etc.).

INTERNAL COMMUNICATION RESPONSIBILITIES:

• Communicate with caterer regarding menu.
• Communicate with Keepers/Education staff regarding animal experiences.
• Communicate to all departments by updating applicable documents.

EVENT EXECUTION RESPONSIBILITIES:

• Must be available to oversee and execute select events throughout the year, including on evenings and weekends, in coordination with other managers in Guest Services and Sales departments.
• Plan and execute wedding ceremonies, including rehearsals as needed based on bookings.

OTHER:

• Train and develop personnel to improve skills and work performance to help achieve sales goals and objectives with particular respect to rental and party related events.
• Train and lead by example in regards to high quality customer service. This would include professional appearance, demeanor and basic customer service.
• Performs other duties as may be assigned by the Executive Director/CEO, Director of Operations or Director of Sales.

Minimum Qualification Requirements:

• Work Experience: Sales, customer service, business management, as well as prior event planning experience.
• Communication Skills: Skill to follow written or oral directions, understands and exercises good judgment, and foresees and applies safety precautions applicable to the work.
• Computer Skills: Windows, Microsoft Office (Excel, Word, PowerPoint), Google, Event Planning Software (preferred).

Identification: Two forms of official valid ID are required as well as the ability to pass background and child abuse clearances.