Events Set-up and Operations Coordinator

Position Title: Event Set Up & Operations Coordinator

Department: Administration/Events

Supervisor: Director of Events

Position Type: Full- Time

Nashville Zoo Mission:

Nashville Zoo is dedicated to inspiring a culture of understanding and discovery of our natural world through conservation, innovation, and leadership. With a diverse collection of animals and a commitment to wildlife preservation, we provide engaging experiences for visitors of all ages.

Why Work with Us:

At Nashville Zoo, we believe in taking care of our team just as well as we care for our animals. Full-time employees enjoy a robust benefits package designed to support your health, well-being, and future:

• Comprehensive healthcare coverage – including medical, dental, and vision plans to keep you and your family healthy.
• Employee Assistance Program (EAP) – confidential support services for mental, emotional, and financial well-being.
• 401(k) retirement plan with company matching – helping you build a secure future while you make a meaningful impact today.
• Generous paid time off and sick leave – because rest and recovery are vital.
• Exclusive zoo perks – enjoy discounts on park experiences, retail, and food services, plus complimentary membership benefits.
• A collaborative and inclusive culture – be part of a diverse team where your voice matters, your growth is nurtured, and collaboration thrives across all departments.
• AZA-accredited facility – Nashville Zoo is committed to top-tier animal care, ethics and global conservation efforts.

Job Description:

The Event Set Up & Operations Coordinator oversees and maintains the cleanliness and readiness of venue spaces, services and maintains the event inventory of equipment, effects, tools and vehicles, coordinates and executes event set ups/breakdowns, and coordinates the operational needs of all of the Zoo’s event programming.

Duties and Responsibilities:

Execute the setup/breakdown and operational needs of internal, public, and private events including but not limited to:

• Create and execute a timeline based on best times for set up/breakdown factoring in daily Zoo operations, type of event, weather forecast etc.
• Verify that event set up/breakdown is on schedule and venues/events are ready in time
• Troubleshoot equipment, venue, or material issues as they arise
• Confirm and assist with set-up and breakdown of event audio-visual equipment
• Serve as load in/out contact for outside vendors including providing any power, equipment or material needs promised to vendor

Maintain Event Department Materials/Venues including but not limited to:

• Conduct routine inspections and inventories of equipment and facilities and note discrepancies/damages when applicable and report major repair needs to appropriate departments.
• Maintain service log and complete minor repairs on event supplies such as tables, chairs, inflatables, machines and special effects etc. Recommend replacement when applicable
• Maintain clean and orderly event storage facilities
• Use best practices to protect equipment and minimize damage and replacement costs
• Serve as safety supervisor for all event activities, using best protocols to maintain the safety of guests, staff, and animal collection.
• Execute exceptional customer service for both private clients and public event guests and serve as client “day of” contact or event day lead when needed
• Work with event department and other staff to grow and improve zoo event offerings, participate in planning and brainstorming sessions, and conduct research, procurement, and building of props and materials
• Delegate daily task assignments to Event Setup Technicians and coordinate schedules where needed to provide full event coverage.
• Other duties as assigned.

• Maintain regular and reliable attendance
• Maintain professional conduct at all times and consistently model the organization’s values in all interactions with colleagues, guests, and stakeholders.

Skills:

• Ability to self-direct work tasks while ensuring safety and productivity.
• Ability to maintain professionalism in high stress situations
• Must be energetic, result and detail oriented, with strong organizational and analytical skills
• Must represent the Zoo in a positive manner at all times
• Banquet or Event set up experience preferred
• Stage or production background substitution for above possible

Education/ Experience:

• High school graduate with at least 5 years events or production experience
• Able and willing to work a non-standard work week, including nights, weekends, holidays and a flexible schedule.
• Possess a valid driver’s license.
• Ability to write, read and understand English
• Ability to lift materials up to 100 pounds, unassisted.
• Ability to stand for up to 10 hours per day.
• Ability to operate power tools and other machinery
• Demonstrated excellence in interpersonal and customer service skills

Work Week: 5 days a week typically Tuesday - Saturday. Occasional schedule fluctuations dependent on the needs of the events. Nights are often required & occasional holidays.

Physical Requirements:

Staff must frequently stand and walk for extended periods outside year-round in inclement weather conditions such as extreme high/low temperatures, snow and rain conditions. This role Interacts with guests throughout their shift, and occasionally lift, carry, or move items minimum of 100 lbs, such as program materials, supplies, or event equipment. Must be able to work on ladders, scaffolding and lifts. This role requires clear verbal communication, strong customer‑service skills, and the ability to project one’s voice during programs, tours, and presentations. Employees regularly work both indoors and outdoors in varying weather conditions and may be exposed to noise, crowds, dust, and routine cleaning agents. Staff must safely navigate public areas, stairs, and uneven surfaces, while operating basic equipment such as radios, tablets, microphones, and point‑of‑sale systems. Positions may involve flexibility, professionalism, and adherence to safety and guest‑interaction protocols. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Pre-employment requirements:

Nashville Zoo is an Equal Employment Opportunity (EEO) employer and maintains a drug-free work environment. All employment is at-will.

• All candidates are required to successfully complete a criminal background check and drug screening prior to hire.