Event Coordinator

Position: 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 Events Coordinator is responsible for overseeing event venues and supporting the planning and execution of both private and internal events at the Zoo. This position serves as the primary point of contact for client inquiries manages all logistics from initial booking through event completion and acts as the on-site venue coordinator to ensure a seamless experience for guests and staff alike.

This role requires a detail-oriented self-motivated individual who thrives in a fast-paced environment that can balance independent work with strong collaboration across teams. The Events Coordinator handles a variety of responsibilities including coordinating schedules communicating with vendors developing floor plans and timelines and solving problems as they arise. Excellent communication skills a high level of customer service and a creative solutions-driven mindset are essential. The ideal candidate is a strong team player who takes pride in delivering polished professional events that align with the Zoos mission and high standards.

QUALIFICATIONS

REQUIRED:

• Two to three years of experience planning and executing events
• Strong interpersonal communication and relationship-building skills
• Proven ability to deliver exceptional customer service and cultivate long-term mutually beneficial client relationships that support revenue growth
• Proficiency with Microsoft Office suite (Word Excel PowerPoint Outlook)
• Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines accurately

PREFERRED/DESIRED:

• Event Management or Hospitality degree preferred but not required
• Experience with event booking software

PERFORMANCE RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

• Coordinate and execute a variety of events including weddings corporate functions meetings private celebrations and Zoo-hosted special events.
• Act as the on-site venue coordinator during events ensuring seamless execution and guest satisfaction.
• Assist with the conceptualization planning and implementation of new event opportunities or enhancements to existing offerings.
• Respond to all phone email and website inquiries guiding prospective clients through the booking and planning process.
• Proactively troubleshoot issues on the day of events and resolve them with professionalism and urgency.
• Conduct client meetings site visits and walkthroughs to assess needs set expectations and ensure alignment with venue capabilities.
• Collaborate with internal departments (animal department operations catering maintenance etc.) to meet staffing logistics and setup needs client specifications and Zoo standards.
• Serve as liaison between clients vendors and Zoo teams to coordinate deliveries services and venue access.
• Ensure compliance with all insurance health safety and legal regulations for every event.
• Partner with the on-site catering manager to ensure food and beverage service aligns with event needs.
• Create and manage detailed event materials including quotes invoices layouts timelines and event summaries.
• Oversee the full event cycleincluding pre-event planning on-site coordination and post-event breakdown and follow-up.
• Serve as on-site venue coordinator during events including evenings and weekends.
• Ensure all contractual obligations are met by internal teams vendors and clients.
• Support the setup execution and breakdown of internal Zoo-hosted events and seasonal programs.
• Regularly perform physically demanding tasks including lifting and moving supplies standing or walking for extended periods and working outdoors in varying weather conditions often during shifts lasting 10 hours.
• Perform other duties as assigned to support the Events Department and broader Zoo initiatives.
• Ensure all venue spaces are properly set maintained and meet Brevard Zoos standards of safety professionalism and presentation.

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 flawless 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.

TRAVEL:
Occasional travel may be required.

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 Zoos 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.

Required Experience:

IC

Employment Type : Temp
Experience: years
Vacancy: 1