Event Sales Coordinator

Fort Worth Zoo•Fort Worth, TX

2d•Onsite

About The Position

This position supports the planning, coordination, and execution of Zoo private events. The Event Sales Coordinator will plan and coordinate all logistical aspects of events from initial planning through post-event wrap-up. They will maintain clear, professional, and timely communication with clients throughout the event planning and execution process, prepare Banquet Event Orders (BEOs), event diagrams, and other internal event documentation. The role involves coordinating and facilitating site tours and venue walk-throughs for potential and existing clients, and working cross-functionally with catering, event operations, animal programs, and other internal stakeholders. The coordinator will serve as the primary point of contact for clients, vendors, and Zoo staff throughout all events, and develop and maintain partnerships with external vendors, event partners, and consultants. They will coordinate with external vendors for event needs, conduct walkthroughs of event spaces, and work closely with the event operations department to manage inventory and assets. Monitoring and maintaining accurate invoice and payment records is also a key responsibility. This role requires working evenings, weekends, and holidays based on scheduled events and operational needs, and providing administrative support as needed.

Requirements

Strong commitment to exceptional customer service and guest experience
Ability to manage multiple priorities in a fast-paced, deadline-driven environment
Strong organizational and time-management skills with exceptional attention to detail
Excellent verbal and written communication skills
Friendly, professional, and relationship-focused demeanor
Ability to work independently and collaboratively across departments
Requires working nights, weekends, and after-hour events
Experience maintaining databases and tracking event information
Proficiency in Microsoft Office applications
Strong skills in logistics management and vendor coordination
Ability to problem-solve and adapt during live events and changing priorities
Valid driver’s license with acceptable motor vehicle record to maintain Zoo standards of insurability

Nice To Haves

Experience with CRM or event management software preferred
Bachelor’s degree in marketing, hospitality, or a related field preferred
A combination of relevant education, training, and professional experience may be considered to meet the requirements of the position

Responsibilities

Plan and coordinate all logistical aspects of events from initial planning through post-event wrap-up
Maintain clear, professional, and timely communication with clients throughout the event planning and execution process
Prepare Banquet Event Orders (BEOs), event diagrams, and other internal event documentation to support successful event execution
Coordinate and facilitate site tours and venue walk-throughs for potential and existing clients to showcase event spaces and amenities
Work cross-functionally with catering, event operations, animal programs, and other internal stakeholders to ensure all aspects of the event are executed efficiently and effectively
Serve as the primary point of contact for clients, vendors, and Zoo staff throughout all events
Develop and maintain partnerships with external vendors, event partners, and consultants to ensure reliable support and exceptional event experiences
Coordinate with external vendors to facilitate event needs, including rentals, lighting, power requirements, and operational support
Conduct walkthroughs of all event spaces before each event to ensure all equipment, facilities, and amenities are clean, functional, and event-ready; report and follow up on any needed repairs
Work closely with the event operations department to manage inventory and assets of event equipment, supplies, and décor to ensure availability, organization, and proper maintenance
Monitor and maintain accurate invoice and payment records to ensure deposits and outstanding balances are collected in accordance with event agreements
Provide administrative support as needed
Have regular and punctual attendance
Other duties as assigned