The posting
GENERAL DESCRIPTION Under the direct supervision of the Events Supervisor and management of the Development Manager, serves as a lead operations position supporting the preparation, execution and completion of Abilene Zoo events and rentals. Coordinates event set-up, guest services, inventory, equipment, tear-down and post-event activities to ensure events are organized, welcoming and successful. Ensures event spaces, supplies, decor, equipment and operational needs are prepared according to established plans and timelines. Serves as a key on-site resource during events, responding to guest and operational needs. SUPERVISION EXERCISED
This position exercises no supervisory duties. The position provides operational direction and coordination during events but does not have formal supervisory authority, if that accurately reflects the role.
IMPORTANT AND ESSENTIAL DUTIES Support the preparation, execution, and completion of Zoo events, programs, and after-hours rentals, serving as an on-site operational lead to coordinate event activities, staff, spaces, equipment, supplies, and timelines according to established plans and procedures.
Review event details, schedules, layouts, menus, guest expectations, and operational requirements to ensure event spaces, materials, décor, and equipment are organized, staged, clean, safe, and ready for use. Perform and coordinate event setup and teardown, including tables, chairs, tents, décor, signage, barriers, lighting, seasonal decorations, set pieces, and other event-related equipment and materials; restore event spaces and return equipment and supplies to designated locations following events. Provide professional and courteous customer service to Zoo guests, rental clients, vendors, and other event participants; assist with rental operations, greet rental contacts, respond to routine guest and operational needs, and escalate concerns when appropriate. Assist with food and beverage-related event operations, including serving, bussing, stocking, and maintaining cleanliness and organization. Maintain, inspect, clean, organize, and store event equipment, supplies, and inventory; conduct routine inventory checks, maintain event-related records and checklists, and communicate supply, equipment, or maintenance needs to appropriate staff. Operate City vehicles and small machinery, including golf carts, scissor lifts, forklifts, and other equipment as authorized and properly trained; follow applicable safety procedures when operating equipment and vehicles or handling event-related materials. Coordinate with internal Zoo divisions and City staff to support successful event operations; assist with post-event evaluations by communicating observations, issues, supply needs, and recommendations to the Events Supervisor. Work independently, demonstrate initiative, and recognize when issues require direction, assistance, or escalation from a supervisor. Follow and uphold Abilene Zoo rules, policies, procedures, safety requirements, and event standards. The Events Lead may provide day-to-day direction and coordination to assigned part-time, temporary, seasonal, volunteer, or other event staff during event preparation, execution, and tear-down
OTHER JOB RELATED DUTIES
Perform other job-related duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of: Principles and practices of event operations and customer service. Basic event set-up, tear-down, and operational procedures. Basic inventory control and organization. Basic math skills, including addition, subtraction, multiplication, division, percentages, and counting inventory. Safe operation and basic care of vehicles, machinery, tools, and event equipment. General workplace and event safety practices. Abilene Zoo policies, procedures, rules, and operational practices. Skill to:
Coordinate and prioritize multiple event-related tasks and responsibilities. Organize event spaces, equipment, supplies and materials efficiently. Operate small machinery, vehicles and event equipment safely and effectively. Use computers and common office software to coordinate schedules, communicate with staff and organize event information. Provide excellent customer service and communicate clearly and professionally with guests, rental clients, staff, vendors and other event participants. Manage time effectively and work efficiently under event-related deadlines. Identify operational needs and take appropriate action to address routine issues. Maintain accurate inventory, checklists, records and other event documentation. Remain calm, professional and solution-oriented in a fast-paced event environment. Ability to: Coordinate and complete multiple tasks with varying priorities and deadlines. Work independently while also functioning effectively as part of a team. Provide direction and assistance to assigned event staff. Exercise sound judgment, resourcefulness, tact, and professionalism when dealing with guests, customers, staff, and unexpected event situations. Adapt to changing work priorities, schedules, weather conditions, guest attendance and event requirements. Work effectively in a fast-paced environment and maintain attention to detail during event preparation and execution. Communicate concisely and effectively, both orally and in writing. Maintain a professional and welcoming presence while representing the Abilene Zoo. Work outdoors and in extreme heat and cold for extended periods. Ability to follow established Zoo rules, policies, procedures, and safety requirements and communicate observed violations to the appropriate supervisor. Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally. Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do. Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect. Experience and Training Guidelines:
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
Experience: One year of experience in event operations, hospitality, customer service, facility operations, recreation, food service, or a related field is preferred. Previous experience coordinating events, working in a lead capacity, operating equipment, managing inventory, or working in a public-facing environment is preferred. Education/Training: A high school diploma, GED, or in the process of obtaining either is required. License or Certificate: A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is required. May be required to obtain and maintain applicable equipment certifications, including forklift and/or scissor lift certification, as required by the position and City policy. Special Requirements: Must be able to work a flexible work schedule that may include evenings, nights, weekends, holidays, and extended hours based on event schedules and operational needs. Must be available to work during peak event periods and special events, including events occurring outside normal Zoo operating hours. Must be able to work outdoors and in extreme heat and cold. Must be able to safely operate or learn to operate assigned vehicles, machinery, tools, and event equipment. Essential duties require the following physical skills and work environment:
With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:
_ Sedentary – lifting of no more than 10 pounds _ Light – lifting no more than 20 pounds; carrying up to 10 pounds ___ Medium – lifting no more than 50 pounds; carrying up to 25 pounds _X_ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds ___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often: N = No E = Extensive (100 – 70% of the time) M = Moderate (60 – 30% of the time) I = Infrequent (20 – 10% of the time) A = Almost Never (<10% of the time)
E
Standing
I
Sitting
E
Walking
M
Lifting
M
Carrying
M
Pushing/Pulling
M
Overhead Work
M
Fine Dexterity
M
Kneeling
M
Crouching
I
Crawling
M
Bending
M
Twisting
M
Climbing
M
Balancing
E
Vision
E
Hearing
M
Talking
M
Other: May require prolonged outdoor work, exposure to varying weather conditions, operation of equipment, and extended periods of physical activity during event preparation and execution.
