Park Operations Coordinator

Job Description

Job Description

Position Title : Park Operations Coordinator

Department : Operations

Reports To : Director of Park Operations

Location : Audubon Park

FLSA Status : Non-Exempt

General Summary : The Operations Administrative Coordinator is the primary administrative support for the Audubon Park Operations department.

This is primarily an office-based, Monday-Friday position. They will be responsible for the administrative operations including but not limited to answering emails and phone calls, processing park permits, and sending confirmations and reminders.

Although the primary job function is office based, this position will be called on to support high impact event production in the park on some weekends.

This position will be knowledgeable about Audubon Park including the history of the property, the elements and features, and park policies.

This position requires computer proficiency and a high level of attention to detail and organization : managing schedules, tracking timelines and deliverables, and creating systems for recurring assignments.

The Park Administrative Coordinator should be proactive and take initiative in tracking priorities, completing tasks, and in recommending improvements to processes.

Overall, the position will support the department in increasing and improving the Park resources offered to the community and advancing the Park’s recognition as a world-class facility.

The Operations Administrative Coordinator will demonstrate a strong commitment to racial justice, diversity, equity, and inclusion.

The position will further Audubon’s mission by prioritizing sustainable practices.

To deliver on the Audubon mission, the Operations Administrative Coordinator will :

Provide a guest experience of outstanding quality

Coordinate Park events including races, shelter rentals, permits to gather and miscellaneous permits by

o Responding to permit inquiries in a polite, timely, and accurate manner

o Ensure all required paperwork is turned in and filled out correctly

o Processing permits and sales transactions in accordance with the department policies

o Issuing accurate confirmations including all the relevant event details

o Communicating relevant Park amenities, services, rules and policies

• Compile and distribute event communications internally including upcoming event calendars and event orders as described in the department’s SOPs.
• Evaluate permitting process for improvement including guest feedback.
• Support internal requests and communications including submitting work orders, following up on internal requests and submitting updates to department heads and internal communications

Educate our diverse audience about the natural world.

Serve as a resource for current and future Park users including answering questions about the physical property, and programs offered by Audubon and partners, and the seasonal flora and fauna changes in the space.

Provide opportunities for recreation in natural settings.

• Assist Park users and permit holders in understanding the Park spaces available for active and passive recreation
• As necessary, direct recreation inquiries to Audubon’s recreation partners, e.g. Carrollton Booster Club.

Operate a financially self-sufficient collection of museums and parks.

• Complete permits and sales processing in the department point-of-sales system and in accordance with the department policies
• Produce financial documents including credit card receipts, client invoice, and ensure payment in full for services provided

The above listed duties are general statements of required major duties and responsibilities performed on a regular and continuous basis.

They do not exclude other duties as assigned.

To deliver on the Audubon service promise, the Operations Administrative Coordinator will :

Welcome

• Make eye contact with every customer encounter, smile at every person, offer friendly phrases and greetings.
• Wear identification badge.
• Walk individual to destination instead of pointing; offer assistance to people who look confused.
• Assume ownership of potential safety hazards (wipe-up spill, pick up trash). Always have the camera-ready look.

Share

• Maintain positive attitude, pleasant tone of voice (remember it is not what you say, but how you say it).
• Coach coworkers on service expectations.
• Utilize the power of teamwork to give excellent service.
• Know when to involve management.

Inspire

• Know the answers to questions or seek out the answers.
• Utilize proper phone etiquette (answer phone within three rings, smile before answering call, ask for permission and wait for response before placing caller on hold).
• Ensure work area is free of food, drink, socialization, and personal business.
• Follow Dress Code Policy on clothing and grooming.
• Keep unpleasant concerns behind closed doors (vent backstage).

Supervision : n / a

Experience :

• Customer service experience preferred
• Point-of-sales experience preferred

Education : High school degree required. College education preferred.

Licensure / Certification : State issued Driver’s License

Software Requirements : Required proficient use of Microsoft Word, and Excel; preferred point of sales knowledge.

Machinery / Tools / Equipment Requirements : Must have the ability to use mobile devices, computer, fax, scanner, phone and copy machine.

Physical Requirements :

1. Sedentary Work : exerting up to 20 pounds of force occasionally, or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.

May involve sitting most of the time but may involve walking or standing for brief periods of time.

2. Sitting or standing, bending, stooping, and the ability to carry items weighing up to 20 pounds.

3. Constant adequate range of motion and mobility required.

4. Regular near acuity with clarity of vision at 20 inches or less required.

5. Typical ability to collect and analyze numerical and written data and verbal information to reach logical conclusions and ability to determine the time, place and sequence of operations or actions required.

6. Regular talking and the ability to express and exchange ideas by means of language expected.

7. Regular hearing and the ability to perceive the nature of sounds.

8. Constant ability to read, record, or type data quickly and accurately required.

Environmental / Working Conditions :

1. Working long hours between breaks or meals required.

2. Ability to work under and handle stress in an appropriate manner required.

3. May be exposed to high, medium, or low noise intensity.

4. Constant contact with co-workers required.

5. Affinity for animals preferred.

6. Exposure to fluctuations in temperatures may be required.

7. Exposure to outdoor conditions may be required.

8. Must possess excellent listening, oral and written communication skills.

9. Ability to work independently as well as a member of a team, with emphasis on ability to be a team leader.

10. Knowledge of and ability to apply common office practices and procedures in day-to-day departmental activities.

11. Demonstrate use of sound judgment and discretion in making decisions, which comply with established procedures as well as the ability to handle new situations.

12. Must have flexibility to work nights, weekends, and holidays as business warrants.