Public Events Coordinator

    • Job Tracking ID: 512699-802446
    • Job Location: Atlanta, GA
    • Job Level: Any
    • Level of Education: Any
    • Job Type: Full-Time/Regular
    • Date Updated: December 29, 2021
    • Years of Experience: Any
    • Starting Date: ASAP
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Job Description:

Department: Public Events

Reports to: Public Events Manager

Job Title:Event Coordinator

Job Status: Full-time

General Description: The Event Coordinator shall be responsible for planning, organizing and controlling events within Zoo Atlanta as assigned and shall monitor the logistical interfacing of these events, to include but not limited to: preparing event notices, preparing drawings of event areas, coordination of equipment distribution, event billing, monitoring events and such other functions and duties as required by the Public Events Manager.


The Public Events team at Zoo Atlanta plans and executes Zoo-hosted events. These events range from mission driven family and animal related events to after-hours events for adults.


Typical Work Routine Includes But Not Limited To:

1. Work to coordinate the successful execution of all events.

a. Assistance with conceptualizing, researching, and implementing new ideas for current events, and potential new events.

b. Determine event requirements based on event information, research on previously held events at ZA and similar events held at other properties.

c. Participate in conference calls, site visits, planning and pre- and post-event meetings with staff and vendors.

d. Function as liaison between volunteers, vendors, business partners, and staff to facilitate service delivery.

e. Ability to work independently with minimal supervision.

f. Establish and maintain an accurate inventory of all departmental supplies.

g. Notify management of equipment and facilities in need of repair or replacement, or supplies requiring replenishment.


2. Coordinate event details and specifications with internal staff, business partners, and other service providers.

a. Assist in preparing detailed event notices, food and beverage requests, diagrams, and other instructive documents with clear, concise and accurate event information.

b. Contact vendors for quotes on equipment, services, etc. Communicate and verify vendor understanding and acknowledgement of company guidelines, policies, and load-in information.

c. Research, contact, and secure exhibitors for relevant events.

d. Communicate and coordinate event specifics with all applicable departments, staff, vendors, and business partners.

e. Monitor equipment distribution, including tables, chairs, stanchion, A/V equipment, etc.-to ensure accurate inventory levels for events and activities.

f. Maintain detailed, organized files and records of assigned events and activities.


3. Deliver high quality customer service:

a. Use correct radio etiquette to respond to requests and radio calls in a timely and professional manner.

b. Assist co-workers with completion of duties to insure successful events.

c. Provide on-site guest assistance during all aspects of every event.

d. Utilize professional communication skills-verbal and written to interact with others.


4. Safety and Security:

a. Knowledgeable of policies regarding safe working procedures and conditions on the premises of and will be responsible for practicing such procedures.

b. Correct or report safety hazards.

c. Understand and acknowledges best practices for evacuation and emergency situations.


5. Physical requirements:

a. Lift moderate amounts of weight up to 50 lbs.

b. Extensive walking, stooping, bending, kneeling and reaching to perform routine duties throughout the property and grounds.

c. Able to work in outdoors in elements, walk, and stand for up to eight (8) hours.


6. General Requirements:

a. Follow company uniform, dress code, maintain a clean, orderly personal workspace, and appearance.

b. Complete and submit required payroll information, leave requests, and related documentation in a timely manner.

c. Position requires irregular work schedules which will include weekends, evenings, and possibly holidays.

d. Demonstrate flexibility in dealing effectively with unscheduled events/changed priorities and/or information.

e. Adjust priorities and respond with a sense of urgency to matters of importance. Keep management promptly and fully informed of any situation that requires immediate management attention.

f. Perform all duties and responsibilities in a timely and efficient manner in accordance with policies and procedures to achieve the overall objectives of this position.

g. Support the mission, vision and objectives of Zoo Atlanta and follow company policies and procedures. Support and implement management decisions.

h. Perform all other duties and responsibilities as assigned by the Public Events Manager.

Experience and Skills:

Minimum Qualifications:

1)     College degree preferred with emphasis in hospitality, communications, marketing, or a related field preferred.

2)     Professional written and verbal communication skills with correct grammar and pronunciations.

3)     At least (2) year experience in an event planning, and/or event operations role.

4)     Computer literacy and experience with MS Office Suite.



This job description is not intended to be all-inclusive. Therefore, the employee may be required to perform other reasonably related duties as assigned by the immediate supervisor or other management. The company reserves the right to revise or change job duties as business requirements dictate. It is mutually agreed that this job description does not constitute a written or implied contract of employment.

Zoo Atlanta is an EOE and provides a Smoke-free and Drug-free Work Environment