Event Coordination Specialist

2 weeks ago

Oklahoma City, Oklahoma, United States Oklahoma Museums Assn Full time

Salary/Hourly Wage or Compensation Range:
$60,000 - $70,000 / annually depending on experience and education.

Benefits:
The Oklahoma Museums Association provides a comprehensive benefits package which includes: company-paid Medical, Dental, Vision, and Basic Life Insurance. Employees are also given the opportunity to participate in Voluntary Life Insurance, FSA, Long-Term Disability, and Short-Term Disability.

The organization offers a 401(K) retirement plan with 4% matching along with Holiday Pay, Sick Leave, and Vacation Pay.


Application Deadline:
To be determined

How to Apply:
Please visit the Oklahoma Museums Association website to apply at

POSITION SUMMARY:
The Oklahoma Museums Association seeks a highly organized individual with exceptional interpersonal skills for the role of Event Coordination Specialist.

This position involves collaborating with clients, volunteers, and museum personnel to plan, organize, and execute events at the museum, including private gatherings and group functions.

The Event Coordination Specialist establishes and enforces policies and procedures for all events while generating revenue for the museum through the facilities rental program.

The ideal candidate will exhibit great patience when interacting with clients, demonstrating enthusiasm and professionalism. Successful candidates will provide outstanding customer service and ensure the safety and satisfaction of each client.

Work Location:
Oklahoma Museums Association

Work Schedule:
Monday – Friday 9:00 AM – 5:00 PM with availability for events / 40 hours per week

Status:
Full-time, Exempt

Reports To:
Deputy Director

Direct Reports:
Events Coordinator

DUTIES & RESPONSIBILITIES:
1. Plan and/or schedule events, special occasions, and weddings held at the museum.
2. Maintain records of billings and collections.
3. Handle inquiries regarding museum rentals.
4. Attend planning sessions to coordinate set-up and procedures.
5. Maintain the facilities use Master Calendar with complete information on all events.
6. Supervise the work of caterers and kitchen facilities.
7. Maintain copies of signed contracts for all private events.
8. Invoice clients for expenses incurred from events.
9. Monitor noise levels at outside events.
10. Maintain the museum's inventory of equipment related to special events.
11. Ensure compliance with Alcohol Beverage Control (ABC) laws.
12. Prepare and submit annual ABC inventory and usage reports.
13. Ensure food service contractor maintains the inventory of all alcoholic beverages for the museum.
14. Prepare set-up sheets for Maintenance department for each separate event.
15. Maintain the museum's inventory of table linen and silver serving pieces.
16. Supervise Visitors Services and Facilities Assistants in the absence of the facilities manager.
17. Collaborate with museum staff to ensure proper scheduling of museum events and meeting room space.
18. Market the Special Events program to the public, including weddings.
19. Provide pertinent information to the Visitors Services and Facilities/Custodial staff.
20. Prepare the Special Events annual budget of projected expenses and income for the Executive Team.
21. Create and enforce consistent written policies for all events.
22. Maintain and report annually on all unaffiliated exempt rental expenses and income.
23. Report monthly attendance breakdown to the Development department.
24. Enforce all museum policies and regulations during events.
25. Assist as required in related duties.

QUALIFICATIONS:
1. High school diploma or GED.
2. 2+ years customer service experience.
3. Certificate or diploma in hospitality advantageous.
4. Exceptional interpersonal skills.
5. Excellent written and verbal communication.
6. Good time management and organizational skills.
7. Conflict resolution experience.
8. Patience and good listening skills.
9. Knowledgeable in the use of various types of office equipment including personal computers, copiers, phones, and intercom systems.
10. Knowledge of the use of point of sales (POS) systems.
11. Knowledge of the use of software applications including MS Word and Excel.
12. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

SUPERVISION:
The Event Coordination Specialist reports to the Deputy Director.

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