Posted on 2/23/2023

Department: Group & Events
Supervisor: Group & Events Manager
Revised: 02/2023

Position Summary:
We ignite curiosity every day! Do you love to meet new people and work as a team? Do you enjoy event planning and helping guests beam with happiness? Do you want a job where you can make special events extra special? If you answered yes to these questions, then submit your resume to us! As Group & Events Coordinator, you would develop and maintain relationships with both internal and external customers, from conception to execution, ensuring group and event bookings (meetings, office parties/picnics, vendor fairs, banquets, high school events, school programs/field trips, tour groups, educational programs, over-night campins, scout activities, weddings, reunions, family picnics, birthday parties, etc) are coordinated and executed appropriately to meet the expectations of our guests. Generate new business and contribute toward targeted sales goals of the Group and Events Department.

Status: Non-Exempt (Hourly); Full Time- eligible for full benefits

COMPENSATION: $16.25-$19.00 per hour commensurate with education and experience 

Measurables: Guest satisfaction, targeted sales goals, accuracy in data tracking in Altru system, and other goals as a key member of the events team

Customer Service
• Provide excellent customer service to every customer while maintaining strict confidentiality. Greet groups and clients upon arrival. Arrange, operate, and troubleshoot Air Zoo technology, A/V equipment, and wireless internet system for clients. Ensure all the client’s needs and expectations are being met during their event.
• Maintain awareness of Group and Event Sales industry best-practices and TAMS/TIPS certifications; knowledge of Michigan codes and laws/rules governing the Air Zoo’s Liquor License; and knowledge of Air Zoo policies and procedures governing events and food service. Ensure all laws, certifications, policies, and procedures are adhered to.
• Invest in the success of the Air Zoo by being fearlessly innovative and pitching new creative ideas and concepts. • Dedication to Diversity, Equity, and Inclusion as part of the Air Zoo’s commitment to a welcoming environment for all
• Other duties and special projects as assigned

Vendor Management
• Work collaboratively with the Air Zoo’s Education Department, Guest Experience Department, Finance Department, Marketing Department, caterers, and vendors to ensure the seamless delivery of services and appropriate resources are available for all customers, internal and external. 
• Attend and represent the Air Zoo at meetings and industry expos and join/work with a focused networking group, for the purpose of growing the organization’s contacts, leads, and bookings of Groups and Events.
• Coordinate with our approved list of contracted food service contractors/representatives, throughout the entire booking process, for any events requiring food service.

Event Scheduling & Coordination
• Event coordination for a wide variety of groups and events including meetings, office parties/picnics, vendor fairs, banquets, high school events, school programs/field trips, tour groups, educational programs, over-night camp-ins, scout activities, weddings, reunions, family picnics, birthday parties, and others. These groups and events range in size from 5 guests to 600+ guests. Larger tours, groups, and events are also common.
• Solicit, schedule, and coordinate facility tours for potential clients. Ensure appropriate resources, promotional literature, and support staff/volunteers are available and in place for each facility tour.
• Maintain a calendar of held and booked activities that provides information pertaining to the use of museum space and resources and is accessible to Group and Event Sales team members and appropriate departments.
• Secure bookings for daytime and evening events and activities for internal and external clients. Ensure that all resources are available, and logistics are organized appropriately according to each client’s individual need.
• Coordinates scholarship bookings and registrations with Grants and Donor Relations Manager.

Contract Management
• Ensure and maintain proficiency in, and follow procedures and policies for, preparing contracts, collecting deposits, processing billing, daily cash-out activities, and use of museum resources. Provide support and guidance to team members and support employees/volunteers that enable them to perform their functions appropriately and within established procedures.

Team Support
• Complete training and maintain proficiency in all tasks associated with the Floor Manager position.
• Complete training and maintain proficiency in Altru and associated products used by the Air Zoo. Ensure timely and accurate entries, transactions, and reports in the Altru system.
• Maintain a flexible daily/weekly schedule including evenings, weekends, and some holidays.
• Attend all required staff meetings for a collaborative team environment

Education and Experience Requirements:
• High School diploma or equivalent required
• 1 year of experience in sales and/or event planning/scheduling is required
• 1 year of experience with guest service, guest satisfaction or public-facing role required
• 3+ years of experience in sales and/or event planning/scheduling or equivalent combination of training and experience preferred.
• Knowledge of database software a plus.
• Attention to detail and guest satisfaction
• Ability to lift and carry 10-20 pounds regularly
• Ability to think strategically and operate effectively in a fast-paced, changing environment
• Outstanding communication skills, both verbal and written 
• Passion for learning about the Air Zoo and telling our story to a wide audience

Knowledge, Skills and Abilities Required
• Strong administrative, organization, and leadership skills. Ability to foster effective working relationships at all levels.
• Demonstrated problem-solving skills.
• Superior customer service delivery.
• Excellent written, verbal, and interpersonal communication skills. Ability to communicate professionally with manager, staff, interns, volunteers, partners, vendors, clients, and guests.
• Ability to work independently and as a team member.
• Ability to effectively manage time, organize work, and coordinate scheduled activities.
• Ability to multi-task in an environment where interruptions are common.
• Proficiency in general computer and office software (I.e., Microsoft Office Suite).
• Maintain professional appearance, in compliance with the Air Zoo’s dress and personal appearance policies. Professional and punctual.
• Physically mobile with reasonable accommodations including the ability to push, pull, carry, and lift up to 20 pounds regularly, and occasionally up to 30 pounds, and the ability to push, pull, reach, bend, twist, stoop, stack, crouch, kneel, and balance when performing job duties in varying work areas including confined spaces. Ability to sit, stand, walk, or climb stairs/ladders for an extended period.

Equipment Used
• General office equipment and tablets
• Network-based computer system, including Altru, Microsoft Office Suite
• Cash register and credit card readers, including the use of Square
• Rides and experiences
• Audio Visual Equipment
• Public Address and Sound Systems

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

SCHEDULE: Full Time- 40 hours/week: Days and evenings, including weekend events. Occasional overtime during extra busy season (Summer, December) may be needed with any hours worked over 40 hours per week paid at 1 ½ times the hourly rate. Working remotely occasionally (5%) may be possible depending on project needs. The majority of the work time (95-100%) for this position is in-office/onsite at the Air Zoo in Portage, Michigan.

HEALTH REQUIREMENT & Pre-Employment SCREENINGS: Because the Air Zoo is a public-facing organization, we encourage employees to be fully vaccinated against COVID-19 as defined by the CDC, but it is not a requirement for employment. The Air Zoo follows CDC and Kalamazoo Health Department’s guidelines for COVID testing, isolation, mask wearing, and may require masks to be worn by employees in certain settings to improve safety. Pre-employment drug screening and state/federal background checks are required for all Air Zoo employees.

COMPENSATION: $16.25-$19.00 per hour commensurate with education and experience 

BENEFITS: Health Insurance, Dental Insurance, Vision Insurance, free Employee Assistance Program, Life Insurance, Short Term Disability Insurance, Long Term Disability Insurance, generous Paid Time Off (PTO), paid holidays, complimentary family Air Zoo membership, 403B with Employer Match, and other benefits

COMMITMENT TO INCLUSION: We are dedication to Diversity, Equity, and Inclusion as part of the Air Zoo’s intentional, overall commitment to a welcoming environment for all. Air Zoo is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Air Zoo will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, applicants are encouraged to contact Human Resources at talent@airzoo.org or 269.350.2816

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

TO APPLY: email your Resume, Cover Letter and List of 3 References to careers@airzoo.org

If you have questions or need assistance applying to this position, please email us at careers@airzoo.org