Position: Special Events Coordinator

Status: Full-Time, FLSA Hourly Non-Exempt

Department: Events

Reports to: Events Manager

POSITION OVERVIEW

Located along the Space Coast in Melbourne, Florida, the Brevard Zoo is an AZA-accredited facility with a diverse collection of over 900 animals representing nearly 200 species. It is also home to the Sea Turtle Healing Center for rehabilitation of wild marine turtles. Brevard Zoo is well-known for its strong conservation ethic and unique attractions, such as kayaking through the Africa area, giraffe feeding,and rhinoceros and various other animal encounters.

The Special Events Coordinator at Brevard Zoo is responsible for planning, organizing, and executing a variety of internal and external events that align with the zoo's mission to share the joy of nature and help wildlife and people thrive. This role requires a self-motivated, customer-service-focused individual with a creative attitude and a drive to enhance the zoo's event experiences.

QUALIFICATIONS

REQUIRED:

2–3 years of event planning or coordination experience
Strong interpersonal and communication skills with a customer-service mindset
Highly organized and detail-oriented with the ability to multitask in a fast-paced environment
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to lift up to 25 lbs and perform physical tasks related to event setup & breakdown
Availability to work flexible hours, including evenings, weekends, and holidays
Valid Florida Driver’s License
Reliable transportation

PREFERRED/DESIRED:

Degree in Event Management, Hospitality or related field
Experience with event management platforms like Tripleseat

PERFORMANCE RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

Event Planning and Execution:

Coordinate all aspects of internal and external events, including conceptualization, budgeting, logistics, vendor negotiations, and on-site management.
Develop new event concept and implement innovative ideas to enhance current and future events.
Serve as the lead coordinator for high-level external events, ensuring all elements align with client expectations and zoo standards.
Serve as the lead coordinator for high-level internal special events, ensuring all elements align with department expectations and zoo standards.
Manage event setup, breakdown, and follow-up processes, ensuring all logistics are handled efficiently.
Manage event schedules through all departments to ensure events locations are not double booked.
Manage daily tasks associated with job responsibilities, setting and adhering to deadlines.

Client and Vendor Relations:

Liaise with vendors to identify their needs and ensure customer satisfaction throughout the event planning process.
Respond promptly to all event inquiries received via phone, email, or the website.
Serve as the primary day-of-event representative to the vendor before, during, and after events, including nights and weekends.
Ensure that vendor contract terms are being met by all parties involved.
Ensure COI and other required documents have been secured prior to events.
Hire and coordinate personnel across all functions of an event, including audio/visual, florists, photographers, catering, tent rental, etc.
Liaise with clients to identify their needs and ensure customer satisfaction throughout the event planning process.
Serve as the primary day-of-event representative to the client before, during, and after events, including nights and weekends.
Ensure that event contract terms are being met by all parties involved.

Operational Coordination:

Identify staff requirements and coordinate their activities with the necessary departments.
Work alongside the event operations team to ensure that all venues are set up and maintained in accordance with client wishes and event needs while maintaining the Brevard Zoo standards of excellence.
Serve as a liaison between clients, vendors, and the on-site operations team for all venue-related questions.
Coordinate special events, corporate picnics, corporate meetings, weddings, and other various internal, external public and private events.
Ensure compliance with insurance, legal, health, and safety obligations.
Coordinate with the on-site catering manager to align food and beverage services with event requirements.

Administrative Duties:

Create quotes, invoices, and event floor plans.
Create and maintain event budget to facilitate clear communication and financial tracking.
Establish cross communication plan for all staff in regard to public events or events impacting Zoo Operations.
Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
Manage daily tasks associated with job responsibilities, setting and adhering to deadlines.
Perform any other duties or tasks as assigned or required to support the success of events and marketing department and ultimately Zoo Operations.

KNOWLEDGE, SKILLS AND ABILITIES:

Event Planning & Coordination: Strong knowledge of the event planning process, including logistics, timelines, and on-site execution. Proven ability to manage all aspects of an event to ensure seamless operations from start to finish.
Safety & Event Software: Familiarity with safety protocols, crowd management, and risk mitigation. Proficient in event management software (e.g., Tripleseat) and project management tools to streamline event processes.
Communication & Customer Service: Exceptional verbal and written communication skills. Ability to create a customer-focused environment, exceed client expectations, and deliver outstanding guest experiences.
Problem-Solving & Adaptability: Strong problem-solving skills, with the ability to quickly identify issues and provide effective solutions. Adaptable to fast-paced environments and capable of handling unexpected challenges with confidence.
Time Management & Multi-tasking: Excellent organizational skills with the ability to prioritize tasks effectively. Proven ability to manage multiple projects simultaneously while ensuring quality and attention to detail.
Team Collaboration: Ability to work collaboratively in a team environment.
Attention to Detail: Strong attention to detail to ensure top notch event execution, from the smallest logistical elements to the overall guest experience.

PHYSICAL DEMANDS/WORK ENVIRONMENT

PHYSICAL REQUIREMENTS:

(M) Medium Work

Exerting up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently and/or up to 10 pounds of force constantly to move objects as needed to move objects.

POTENTIAL ENVIRONMENTAL CONDITIONS/HAZARDS:

Indoor office environment most often with frequent movement outdoors. Exposure to extreme heat and weather conditions. Requires Sitting, Standing, Walking, Bending, Stooping, Kneeling, Finger Dexterity, Talking, Hearing, and Visual Acuity frequently. Must be willing to work in inclement weather including temperatures exceeding 100 degrees and high humidity. Frequent movement outdoors with some indoor office environment. Exposure to extreme heat and weather conditions. Requires Sitting, Standing, Walking, Bending, Stooping, Kneeling, Finger Dexterity, Talking, Hearing, and Visual Acuity frequently.

WORK SCHEDULE:

May be required to work weekends and nights as necessary.

The above information in this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Performance of this job will be evaluated in accordance with the Zoo’s policies on evaluation of personnel.

Equal Employment Opportunity and Non-Discrimination Statement

East Coast Zoological Society of Florida, Inc., dba Brevard Zoo, is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

We do not tolerate discrimination or harassment in any aspect of employment, including recruitment, hiring, promotion, compensation, benefits, training, transfer, termination, or any other terms and conditions of employment.

Employees and applicants are encouraged to report any concerns regarding discrimination or harassment, and retaliation for reporting such concerns is strictly prohibited.

Brevard Zoo is committed to an inclusive environment where employees are encouraged to be their authentic selves. We value the diverse qualities, perspectives, and experiences of all individuals. Join us in sharing the joy of nature to help people and wildlife thrive.