Olbrich Gardens Private Events Coordinator

Madison, City of•Madison, WI

1d•Onsite

About The Position

Olbrich Botanical Gardens is seeking a Private Events Coordinator to join their Guest Experience Team. This role is responsible for administrative, customer service, and team leadership work related to the planning, organization, coordination, and execution of private events and rentals held at Olbrich Botanical Gardens. The gardens, including the outdoor areas and the indoor Bolz Conservatory, serve as a backdrop for many private events. The ideal candidate will possess strong leadership, organizational, multitasking, and customer service skills, with the ability to collaborate effectively with staff, vendors, and external partners. The role requires flexibility in work schedule, including evenings and weekends, especially during peak season.

Requirements

Four (4) years of experience in applying customer service policies and procedures.
Four (4) years of experience in applying clerical/administrative office practices and procedures.
Four (4) years of experience in applying Point of Sale systems/Proper cash handling systems and procedure.
Four (4) years of experience in applying Basic Accounting/Billing/Financial Recordkeeping.
Two (2) years of experience in applying computers and computer software applicable to the duties of the position, including Microsoft Excel, Outlook, and Word (or similar programs/applications).
Ability to meet the transportation requirements of this position.
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.
Demonstrated ability to effectively work with multicultural communities.

Nice To Haves

Experience using facility rental software such as RecTrac, Veevart, or similar is a plus.
Associate's degree from an accredited college or university in Business Administration, Communications, Event Management, Hospitality Management, Marketing, Public Relations, Sales Management, or a closely related field; AND Two (2) years of responsible administrative support experience that included significant administrative responsibilities involving complex clerical, administrative, and/or accounting/financial systems and procedures.
Bachelor's (or higher level) degree from an accredited college or university in Business Administration, Communications, Event Management, Hospitality Management, Marketing, Public Relations, Sales Management, or a closely related field.
Other equivalent combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills, and abilities necessary to perform the duties of this position will also be considered.

Responsibilities

Develop, implement and administer systems to manage proper space use; coordinate multiple event move in/out times and custodial services; oversee equipment availability and usage; and coordinate other activities related to events.
Conduct tours of the facility for clients and prospective clients.
Prepare and distribute event-related information in event software in a concise, professional and accurate manner.
Coordinate and communicate event equipment and service needs with clients, Olbrich staff, caterers, and other outside vendors.
Plan, coordinate and oversee all phases of assigned events to include advance planning, client meetings, day-of-event details and post-event evaluation.
Modify facility usage policies, contract forms, photo guidelines, fee schedules and related policies and procedures.
Work with appropriate Olbrich staff to develop, promote and sell rental add on packages.
Coordinate with the education team to welcome group tours.
Review website for needed updates; verify rental information is accurate and current and keep abreast of industry norms and trends.
Assist the Education, Guest Experience and Facility Maintenance Departments to schedule the necessary building attendant staffing for evening and weekend use.
Serve as a contact for visitor rental inquiries (by phone, website submission, email and walk-in), responding to inquiries in a timely manner.
Provide facility tours to prospective clients.
Guide clients in facility usage and service parameters.
Manage rental contracts and letters.
Maintain client records (type, number of hours, guest count, fees, date, etc), including client payments, monitor contracts and usage guidelines.
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.
Monitor and control all billing activities for events; review event orders for accuracy of charges.
Prepare, supervise, monitor and control all event billing activities in accordance with established policies and procedures.
Coordinate catering deposit for annual insurance liability; coordinate liability insurance coverage information for the garden clubs and plant societies; maintain accurate records of catering and bar service to share with city.
Maintain and utilize computerized facility use database.
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 and ensure alignment with City of Madison Racial Equity and Social Justice Initiatives.
Assist with general guest services related to front-of-house operations such as answering phones, ticketing, admissions, etc.
Participate in Guest Experience Team trainings and City of Madison training opportunities.
Maintain a courteous, cooperative and professional environment for clients, coworkers, vendors and the general public.
Support the work of the Guest Experience Team and its programs as needed, ensuring all building activities co-exist efficiently and effectively.
Perform other duties assigned.