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General Summary: The Fundraising & Sales Coordinatorprovides direct administrative, operational, and client service support to theZoo's corporate sales and rentals efforts, while also supporting selectfundraising and Development initiatives. Reporting to the Corporate Sales &Rentals Manager, this position plays a critical role in helping moveprospective clients through the sales process, maintaining an organized andactive sales pipeline, preparing proposals and contracts, coordinating toursand follow-up, maintaining accurate CRM records, and supporting the successfulexecution of corporate rentals.

The Coordinator will supportthe sale of the Zoo as a distinctive venue for corporate picnics, races andwalks, holiday parties, meetings, team retreats, employee appreciation events,networking functions, and other corporate gatherings. The position will workclosely with the Corporate Sales & Rentals Manager to ensure inquiries arehandled promptly, sales opportunities are tracked accurately, clientcommunications are timely, and required documentation and payments arecompleted.

The Fundraising &Sales Coordinator will also provide support for corporate partnerships,sponsorship fulfillment, donor stewardship, fundraising activities, specialevents and other Development initiatives as assigned.

This position will workassigned rentals and events and must be comfortable operating in a fast-paced,client-facing environment. The Zoo hosts events seven days a week, and thisposition's schedule may include any day of the week, with hours ranging from7:00 a.m. to 11:00 p.m. based on business need. Please note, this is an hourlyposition, and is limited to 40 hours per week, with voluntary overtimeopportunities available throughout the year.

The successful candidatewill be highly organized, exceptionally detail-oriented, responsive,sales-minded, and comfortable managing multiple clients, deadlines, andpriorities simultaneously.

Additionally, the Fundraising & SalesCoordinator will support the Zoo's mission to save wildlife and protect wildplaces and contribute to its environmental, social, governance sustainability,conservation, education, and DEAI (Diversity, Equity, Accessibility, andInclusion) goals.

Essential Functions

Primary Functions - Sales Support

• Provide direct administrative and operationalsupport to the Corporate Sales & Rentals Manager in achieving establishedcorporate rental revenue goals.
• Support the full sales process for corporaterentals, from initial inquiry through signed contract, event execution, andpost-event follow-up.
• Respond promptly and professionally to rentalinquiries and assist in qualifying prospective clients.
• Maintain an accurate and organized salespipeline, including leads, client communications, tours, proposals, contracts,deposits, payments, deadlines, and follow-up activity.
• Enter and maintain accurate prospect, client,sales, contract, and event information in the Zoo's CRM and other systems.
• Track outstanding sales opportunities andproactively flag items requiring follow-up or action by the Corporate Sales& Rentals Manager.
• Conduct research on prospective corporateclients, companies, associations, event planners, and other potential sourcesof rental business.
• Assist with developing prospect lists andoutbound sales campaigns.
• Support the Corporate Sales & RentalsManager with outreach to prospective and past clients.
• Assist with efforts to generate repeat andreferral business through organized follow-up, thank-you communications,rebooking outreach, and client relationship management.
• Schedule and coordinate site tours andwalkthroughs for prospective and contracted clients.
• Conduct tours and walkthroughs as assigned.
• Assist in preparing proposals, estimates,sales presentations, contracts, and other client-facing materials.
• Support contract administration, includingpreparing agreements, routing contracts for signature, tracking execution, andmaintaining completed contract records.
• Collect and track certificates of insurance,deposits, payments, event details, and other required client documentation.
• Assist with invoicing, payment collection, andreconciliation.
• Follow up with clients regarding outstandingcontracts, payments, documentation, deadlines, and event information.
• Assist with upselling opportunities andadditional services as directed by the Corporate Sales & Rentals Manager.
• Maintain organized and current sales collateral,pricing sheets, venue information, templates, photography, and other salesmaterials.
• Collaborate with Marketing and otherdepartments to ensure corporate rental information and promotional materialsare accurate and current.
• Assist with the development and execution ofcreative sales promotions, packages, outreach campaigns, and other initiativesintended to generate new business.
• Research competitive venues, corporate eventtrends, and other market information to support sales strategy.
• Proactively identify potential salesopportunities and share recommendations with the Corporate Sales & RentalsManager.
• Provide exceptional customer servicethroughout the sales process by responding to inquiries, anticipating clientneeds, following through on commitments, and escalating concerns appropriately.
• Support reporting and tracking related tosales activity, pipeline performance, bookings, and revenue.

Corporate Partnerships & Fundraising Support

• Provide administrative support for corporate partnerships,sponsorships, donor stewardship, and other Development initiatives.
• Assist with corporate membershipacknowledgments, fulfillment, and recordkeeping.
• Support sponsorship fulfillment by trackingbenefits, recognition, deadlines, tickets, signage, hospitality, and othercommitments.
• Create and distribute sponsorship fulfillmentand return-on-investment reports.
• Maintain accurate corporate partner, sponsor,and donor records in Altru and other Development systems.
• Assist with donor and sponsor correspondence,acknowledgments, mailings, and stewardship materials.
• Support the identification and documentationof on-campus sponsorship and donor recognition assets.
• Maintain and support the Zoo's license plateprogram.
• Assist with Trustee giving records andreporting as assigned.
• Support donor and sponsor events, cultivationactivities, and other fundraising functions as needed.
• Assist with fundraising campaigns and otherDevelopment activities as assigned.
• Maintain confidentiality of all donor,sponsor, client, and financial information.

Rentals & Event Support

• Provide operational support for corporaterentals, donor functions, sponsorship activations, and Zoo events as assigned.
• Assist with the transition from sales to eventexecution by ensuring contracts, payments, client details, requireddocumentation, and internal event information are complete and accurate.
• Perform event setup and breakdown as required.
• Assist with on-site oversight and executionduring assigned rentals and events.
• Serve as an on-site contact for clients,vendors, sponsors, or guests when assigned.
• Assist with guest check-in, registration,directional support, volunteer deployment, merchandise sales, beverage service,and other operational responsibilities.
• Communicate with vendors and outsidecontractors regarding arrival, setup, event requirements, and breakdown.
• Assist with managing multiple or overlappingrentals and events when required.
• Communicate client and event needs accuratelyto relevant Zoo departments.
• Provide superior customer service byanticipating client and guest needs and responding promptly and professionally.
• Use sound judgment and report incidents tomanagement or Security as needed.
• Assist with Ravens event days, Ravens Walksales, and other revenue-generating activities as assigned.
• Support events and activities for other Zoodepartments when business needs require.

Administrative & Revenue Support

• Maintain accurate and organized electronic andphysical department records.
• Responsible for assigned Altru and CRM dataentry, data ownership, accuracy, and database cleanup.
• Maintain contract files, client documentation,sales records, event details, and other department records.
• Assist with department revenue reporting,sales tracking, invoice verification, reconciliation, and other administrativefunctions.
• Support cash handling, ticket sales,merchandise sales, payment processing, and other fiduciary responsibilities asassigned.
• Compile agendas and materials for departmentmeetings as needed.
• Review assigned sales, rentals, andDevelopment web pages for accuracy and coordinate necessary updates.
• Maintain and organize sales, event,sponsorship, and promotional materials and supplies.
• Identify opportunities to improve salesadministration, client service, database accuracy, and departmental efficiency.
• Provide administrative support necessary toachieve department revenue goals.
• Perform other duties as assigned.
• Adhere to all policies and procedures of theZoo.

Communication (Internal and External)

• Communicate professionally and responsivelywith prospective clients, contracted clients, corporate partners, sponsors,donors, vendors, guests, and Zoo employees.
• Maintain clear and timely communication withthe Corporate Sales & Rentals Manager regarding leads, proposals,contracts, payments, client needs, deadlines, and upcoming rentals.
• Coordinate with departments throughout the Zooto support corporate rentals, client needs, sponsorship fulfillment, and eventexecution.
• Ensure sales and client communications are accurate,timely, professional, and consistent with Zoo standards.
• Communicate event and rental detailsaccurately to relevant Zoo departments and external partners.
• Communicate with Zoo managers and staff duringevent days to ensure coordinated execution.
• Maintain discretion and confidentiality whenhandling client, donor, sponsor, and financial information.

Management of Resources (Financial, Human Resources, Facilities)

• Responsible for accurate Altru and CRM dataentry, data ownership, and assigned database maintenance.
• Maintain confidentiality of all collectedclient, donor, sponsor, and financial information.
• Assist with tracking contracts, invoices,deposits, payments, sponsorship commitments, and other financial documentation.
• Collaborate with the Volunteer Department whenvolunteer support is required for rentals or events.
• Fiduciary responsibilities may include paymentprocessing, ticket sales, cash handling, merchandise sales, invoiceverification, and purchase-order processing as assigned.
• Use Zoo supplies, equipment, facilities, andfinancial resources responsibly.

Minimum Qualifications

Education

• Bachelor's degree preferred; equivalentrelevant education and professional experience will be considered.

Experience/Training

• Minimum of two years of relevant experience insales support, customer service, hospitality, rentals, fundraising, businessadministration, events, or a related field preferred.
• Previous experience supporting a sales processor working directly with prospective and existing clients strongly preferred.
• Experience preparing, processing, oradministering contracts preferred.
• Experience with CRM, sales management,fundraising, ticketing, or customer relationship databases preferred.
• Experience with nonprofit fundraisingsoftware, including Altru, preferred.
• Strong proficiency with Microsoft Officesoftware, including Outlook, Excel, and Word, required.
• Strong data-entry, recordkeeping, andadministrative skills required.
• Minimum of two years of customer serviceexperience preferred.
• Willingness to obtain and maintain TIPScertification as required.
• Valid driver's license required.
• Experience working with paid and volunteerstaff preferred.

Traits Desirable

• Strong interest in sales, client service,relationship building, and revenue generation.
• Exceptional organizational skills andattention to detail.
• Strong written and verbal communicationskills.
• Proactive and comfortable following up withprospects and clients.
• Strong follow-through and ability to meetdeadlines.
• Able to manage multiple projects and competingpriorities without sacrificing accuracy.
• Comfortable communicating with corporateclients, sponsors, donors, vendors, and colleagues.
• Self-directed and comfortable workingautonomously while also collaborating effectively as part of a team.
• Resourceful and creative in identifyingpotential sales opportunities and process improvements.
• Demonstrates sound judgment, discretion, andprofessionalism.
• Adaptable and able to respond effectively tochanging priorities and business needs.

Hospitality

• Friendly, outgoing, courteous, andprofessional.
• Possesses a positive and patient attitude.
• Demonstrates excellent verbal and writtencommunication skills.
• Provides responsive and solutions-orientedclient service.
• Possesses excellent organizational skills andexceptional attention to detail.
• Able to anticipate client needs and followthrough reliably.
• Able to multitask and manage multiple clients,projects, deadlines, and priorities simultaneously.
• Maintains composure and professionalism duringbusy events and high-volume periods.

Working Conditions

• This position requires a flexible schedulebased on business need. Work may be scheduled on any of the seven days of theweek, including weekends and holidays, with hours potentially ranging from 7:00a.m. to 11:00 p.m. The schedule will vary from week to week, and there areblackout dates where time off is not permitted.
• The Fundraising & Sales Coordinator isexpected to work assigned corporate rentals, fundraising functions, sponsorshipactivities, and Zoo special events.
• Work schedules will vary according to salesactivity, rentals, events, and departmental needs.
• Must be able to stand and remain active for aneight-hour workday and extended event days when required.
• Must be able to walk large areas of the Zoo asneeded.
• Must be able to wo...