Business Operations Manager - Sales and Events

Manages facility rentals, memberships, gift store, and group sales. Assists with onsite supervision of all operations of the facility as manager on duty (MOD).

Leadership by Values

• Establishes and maintains a high level of citizen confidence. 
  
• Demonstrates the principles of One Team, One Goal in daily interactions with staff and guest.
  
• Assists with establishing and maintaining exceptional relationships with internal team members and external stakeholders. 
  
• Supports and ensures a culture of diversity, equity, inclusion and belonging exists in all areas of the Park District.
  
• Contributes to the success of the organization by following local, state, and federal standards.  Works with teams to engage in industries best practices to continue to develop and keep abreast of industries standards and best practices. 

Operational Excellence

• Responsible for implementation and management of all inventory control systems including data entry.
  
• Coordinates facility rental, events, and group tour calendars.
  
• Develops and updates promotional materials on facility rentals, memberships and group tours.
  
• Prepares facility rental contracts and room layouts with clients.
  
• Invoices caterers, vendors, and clients for facility rentals in accordance with District policies and procedures. 
  
• Develops, implements, and adheres to annual budget, marketing plan, operational plan, and capital improvement plan in coordination with the assistant facility manager and facility manager. 
  
• Coordinates room use and facility rentals for internal and external audiences including scheduling, coordination of support services, and communication of expectations. 
  
• Maintains a membership database with expirations. 
  
• Maintains a group tours database.
  
• Schedules and supervises room set ups for optimum utilization. 
  
• Assists, initiates and follows up on the scheduling and coordination of maintenance needs for the gift store, meeting room, and lobby (cleaning, HVAC, audio-visual support) to ensure completion of work.
  
• Provides supervision, training, and evaluation of seasonal staff and volunteers as assigned.
  
• Coordinates gift store operations including buying, creative display, training, inventory, cash control, marketing, and filling in as a cashier as needed. 
  
• Provides on-site supervision of Nicholas Conservatory & Gardens as Manager on Duty. 
  
• Coordinates member mailings and renewal reminders.
  
• Develops, analyzes, and implements opportunities to generate new revenue to include but not limited to weddings, special events, displays, exhibits, meeting room rentals, corporate groups, discounts, and promotions.
  

Programs and Services

• Ensures programs and services are well organized, meet their objectives and are safe for all participants.
• Provides a quality, botanical, seasonal and exhibit-focused gift store that meets or exceeds revenue targets.
• Selects affordable gift store merchandise for all ages at a variety of price points.
• Coordinates all facility rentals and group sales of Nicholas Conservatory and Gardens.
• Schedules, staffs, and coordinates events and facility rentals (receptions, business meetings, community group rentals)
• Coordinates supplies, vendors, and equipment for events and private rentals.
• Arranges setup, event supervision and tear down for events and private rentals.
• Assists in the design and arrangement of displays, plantings, and special exhibits.
• Assists in the planning and support of special events, displays and exhibits.

Performance Management/Development

• In collaboration with the managerial staff at NCG, provides supervision of staff when MOD and during events and rentals.  
  
• Provides input and feedback on staff performance evaluations during the performance evaluation cycle.
  
• Supports staff by providing coaching, encouragement, direction to team members, and effectively addresses issues in accordance with District policies and procedures. 
  
• Collaborates internally with operations to share information, direction, issues, concerns, solutions, etc.  
  
• Leads with a servant leader style and approach when interacting with internal and external customers. 
  
• Assists with recommendations and organization of team members and operations to meet current and future needs. 
  

Customer Satisfaction

• Conducts tours of facility with potential customers (internal and external).
• Answers customer phone calls, emails, questions, comments, and concerns in a timely manner.
• Troubleshoots problems for customers and/or staff concerns in person, by phone, or e-mail and strive to meet their needs to the best of our ability.  
  

Community Relations/Partnerships

• Explores new audiences using social media, relationships with internal departments, external partners and the hospitality industry.
• Cultivates working relationships with donors, potential sponsors and hospitality vendors.
• Cultivates relationships with other public gardens and related industries (gift store, facility rental, membership).
• Coordinates community group tours.
• Coordinates community gift basket donations and arrangements

Documents/Reports

• Creates reports as needed for assigned departments and areas of responsibility.
  
• Inventories gift store merchandise and reports on variances.

Teamwork

• Organizes and implements one-on-one, small group and large group meetings with staff and volunteers designed to enhance communications.
• Works with multiple departments within the organization to strengthen the Conservatory and Garden programs.
• Attends and participates in District meetings, including Rockford Park District Board meetings, when requested.

Compliance

• Maintains a working knowledge of department safety procedures.  
• Attends safety training programs and educational in-service training as required.