Olbrich Gardens Private Events Coordinator*

Madison, WI, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Exact $61,519.64

Work Schedule

Standard Hours

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee assistance program

Professional development opportunities

Loan forgiveness eligibility

Job Description

Olbrich Botanical Gardens is a nationally recognized, award-winning botanical garden located in Madison, operated through a unique partnership between the City of Madison and the Olbrich Botanical Society. The garden is dedicated to enriching lives and inspiring people to live in harmony with the natural world. It showcases both stunning outdoor gardens and the Bolz Conservatory, an indoor tropical plant conservatory that brings together diverse flora from around the globe. These settings not only provide beautiful spaces for everyday visitors but also serve as elegant venues for private events and rentals. With such an inspiring and peaceful environment, Olbrich Botanical Gardens attracts a broad range of visitors and clients, making it a vibrant community hub for nature lovers and event hosts alike.

The position available is a vital role within the Guest Experience Team at Olbrich Botanical Gardens. This team plays an essential part in guaranteeing that all guests and volunteers receive a welcoming and valued experience throughout their visit. Reporting directly to the Director of Guest Experience, the role centers on administrative responsibilities, customer service excellence, and leadership in managing the planning, organization, coordination, and execution of private events and rentals at the garden. This role requires a dynamic individual with strong leadership skills, the ability to multitask effectively, and a keen attention to detail to manage the complexities of event rental operations smoothly.

Key responsibilities include developing systems for event management, coordinating move-in and move-out schedules, and managing communication with vendors, staff, and clients to ensure events run seamlessly. The role also demands excellent customer service capabilities, overseeing visitor inquiries, providing facility tours, and serving as a knowledgeable point of contact throughout each event lifecycle. The employee must be adaptable, able to work in busy public spaces which may be loud or crowded, and comfortable with flexible hours including evenings and weekends during peak event seasons.

This role offers a unique chance to contribute to an organization that values diversity, equity, inclusion, and belonging, embracing individuals with varied backgrounds and experiences. Employees could also be eligible for loan forgiveness through the Public Service Loan Forgiveness Program, enhancing the position's value beyond the workplace itself. Olbrich Botanical Gardens encourages applications from diverse candidates and those who bring a wealth of transferable skills from non-traditional education or career paths.

Overall, this career opportunity is perfect for someone passionate about botany, hospitality, event management, and community engagement who is ready to lead with professionalism and care in a treasured public garden setting. Joining Olbrich Botanical Gardens means being part of a mission-driven entity that not only celebrates natural beauty but also fosters meaningful connections with the community through exceptional guest experiences and well-orchestrated events.

Job Requirements

Four years experience in customer service policies and procedures
four years experience in clerical and administrative office practices
four years experience in point of sale systems and proper cash handling
four years experience in basic accounting, billing, and financial recordkeeping
two years experience with computers and software such as Microsoft Excel, Outlook, and Word
ability to meet transportation requirements
physical ability to stand for long periods and walk
ability to set up tables, chairs, TVs and other event items
ability to move over various surfaces including turf, brick, mulch, gravel, asphalt and concrete
ability to drive a golf cart
ability to work outdoors in varying weather and indoors in a humid tropical environment
ability to work in crowded and loud public spaces
ability to handle high stress environments professionally

Job Qualifications

Four years experience in customer service policies and procedures
four years experience in clerical and administrative office practices
four years experience in point of sale systems and proper cash handling
four years experience in basic accounting, billing, and financial recordkeeping
two years experience with computers and software such as Microsoft Excel, Outlook, and Word
familiarity with facility rental software like RecTrac or Veevart is a plus
associate's degree in Business Administration, Communications, Event Management, Hospitality Management, Marketing, Public Relations or related field
two years responsible administrative support experience involving complex clerical, administrative, and accounting systems
bachelor's degree or higher in relevant field highly preferred
ability to work effectively with multicultural communities
demonstrated knowledge, skills, and abilities necessary for duties of this position

Job Duties

Develop, implement and administer systems to manage proper space use
coordinate multiple event move in/out times and custodial services
oversee equipment availability and usage
coordinate other activities related to events
conduct tours of the facility for clients and prospective clients
prepare and distribute event-related information in event software
coordinate and communicate event equipment and service needs with clients, Olbrich staff, caterers, and other outside vendors
plan, coordinate and oversee all phases of assigned events including advance planning, client meetings, day-of-event details and post-event evaluation
modify facility usage policies, contract forms, photo guidelines, fee schedules and related policies and procedures
work with appropriate Olbrich staff to develop, promote and sell rental add on packages
coordinate with the education team to welcome group tours
review website for needed updates and verify rental information is accurate and current
assist Education, Guest Experience and Facility Maintenance Departments to schedule necessary building attendant staffing for evening and weekend use
serve as contact for visitor rental inquiries
respond to inquiries in a timely manner
guide clients in facility usage and service parameters
manage rental contracts and letters
maintain client records including client payments, monitor contracts and usage guidelines
establish photography guidelines and fees for general, special event and drone photography
ensure City of Madison equity standards are followed
monitor all photo session scheduling to avoid conflicts
issue photo permits including policy explanations
maintain accurate photo policy information on website and onsite
manage photo permits for large public events
communicate with Public Relations and Marketing staff about commercial or publicity photo permits
monitor and control billing activities for events
review event orders for accuracy
supervise event billing activities per policy
coordinate catering deposits and liability insurance information
maintain records of catering and bar service
maintain and utilize computerized facility use database
prepare monthly and annual rental reports
process payments and invoices between City of Madison and Olbrich Botanical Society
evaluate and implement policy changes aligned with equity initiatives
assist with front-of-house guest services
participate in team trainings and city training opportunities
maintain courteous, cooperative, and professional environment
support Guest Experience Team programs ensuring building activities coexist efficiently
perform other duties as assigned