Event Coordinator – Job Description
Employment Type: Full-Time, M-F, 40 hours/week, occasional evenings/weekends
Reports To: Administrative Director/Managing Director
Salary: Bi-Monthly Salary, Benefits

Job Overview: The Event Coordinator is responsible for scheduling and coordinating facility use of BCC & Unity Square. Familiarizes potential users of the facilities with charges, rates, technical support, and general assistance to ensure positive rental experiences. Keeps other staff members informed of future rentals, obligations, and pertinent information necessary for planning, schedules, and community information and involvement.

Job Duties:
●Manage BCC & Unity Square events and address potential problems that may arise
●Establish and maintain relationships with vendors and customers
●Maintains the Center's events calendar and schedules rentals for optimum use of facilities while ensuring quality rental conditions for lessees.
●Obtains all information necessary for the preparation of contracts, and arranges, through the Facility Manager, for scheduling of staff, relevant sub-contractors, equipment and supplies for lessees.
●Compiles event data for Center’s employees, reception desk, box office, and community calendar.
●Responsible for the upkeep of files, records, documents, and contracts relevant to Center events and users.
●Is the Center's liaison with lessees; explains policies, procedures, and rental rates; strives to obtain positive comments and satisfied rental experiences.
●Obtains necessary ticketing information for events for Box Office Manager and assures their accuracy for all rentals requiring Center’s sale of tickets.
●Ensures accurate billing records for bookkeeper. Creating reliable invoices/financial reports and collecting payments on-time.
●Prepares monthly activity reports, rental comparisons, and other information relevant to
Center’s income.
●Maintain a working knowledge of the complex needs of a wide variety of events.
●Attends performances as needed to assure events are conducted as designed and to assist if emergency situations should occur.
●Familiar with Oklahoma Able Commission rules & regulations
●As time allows, assists in box office and other office duties as needed.

Skills & Abilities Needed:
● Strong work ethic, making the most of time in the office.
●Strong communication skills – written and verbal
●Strong negotiation, leadership, and planning skills
●Ability to multi-task, remain calm and work under pressure in a fast-paced environment
●Exceptionally detail-oriented and organized, must possess good problem-solving skills
●Excellent social media and marketing skills
●Strong initiative and customer service skills; strong interpersonal skills and ability to deal with a diverse type of people
●Ability to effectively solve problems, think creatively, make decisions, and take action, exercising independent judgment.
●Ability to work effectively as part of a team and also take initiatives when the need arises.

Qualifications and Experience Required
●Minimum of two-year special event planning or related work experience
● Customer service, sales or clerical experience.
● Knowledge of the event industry.
●Strong computer skills. Familiar with Quickbooks, MS Office (Word, Excel, Outlook,
Powerpoint) Event Set-Up Programs (Room Viewer)

Job Type: Full-time

Pay: From $15.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Bartlesville, OK 74003: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Associate (Preferred)

Experience:

• Events management: 2 years (Preferred)
• Customer service: 2 years (Preferred)

Work Location: In person

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