Event Sales Coordinator

Oakland Museum of CA•Oakland, CA

8d•$32•Onsite

About The Position

POSITION SUMMARY The Event Sales Coordinator supports the Event Services Manager in the administration of external events within the Oakland Museum of California. The Event Coordinator responds to member customer inquiries on the phone, in person, and via email. ESSENTIAL DUTIES AND RESPONSIBILITIES The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons. INSTITUTIONAL RESPONSIBILITIES Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement All positions will have core functional responsibilities, cross functional team activation and learning and development as a core function of each role. POSITION DUTIES AND RESPONSIBILITIES Administrative Support Maintain all event documents, including insurance records, permits, contracts, loading requirements, etc. and convert to digital format Maintain a database of rental clients and vendors Act as initial point of contact for event inquiries, respond to clients in a timely manner in writing, in person or via the telephone Participate in the request for proposal (RFP) process for acquiring preferred vendors, track success of vendors and communicate to clients and staff accordingly Track and maintain preferred vendor licenses, permits and insurance Process deposits and purchase authorizations for all Event Services clients and vendors Conduct market research on event rental programs, vendors, services to continue to grow a robust rental program Track revenue and expenditures for external events Coordinate and maintain minutes for Production meetings Facilitate post-event follow-up to include processing invoices, incident reports, record keeping and follow to clients Event-Specific Logistics Collaborate with Museum operations regarding facility usage and event execution, and compliance with facilities, local, state and federal building guidelines and permitting Troubleshoot when unexpected situations arise, causing an event to be compromised Schedule and conduct client walk through for potential rental events Create quotes for potential event rental events based on OMCA guidelines Convert quotes into rental contracts and provide to clients

Requirements

Ability to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect
1-2 years of related experience
English language proficiency in both spoken and written form
Knowledge and experience in event production, audio-visual systems and procedures, food and beverage, customer service, and vendor relationships
MS Office (Word, Excel, PowerPoint)
Ability to work a flexible schedule, including evenings and weekends
Ability to lift up to 25 lbs

Responsibilities

Maintain all event documents, including insurance records, permits, contracts, loading requirements, etc. and convert to digital format
Maintain a database of rental clients and vendors
Act as initial point of contact for event inquiries, respond to clients in a timely manner in writing, in person or via the telephone
Participate in the request for proposal (RFP) process for acquiring preferred vendors, track success of vendors and communicate to clients and staff accordingly
Track and maintain preferred vendor licenses, permits and insurance
Process deposits and purchase authorizations for all Event Services clients and vendors
Conduct market research on event rental programs, vendors, services to continue to grow a robust rental program
Track revenue and expenditures for external events
Coordinate and maintain minutes for Production meetings
Facilitate post-event follow-up to include processing invoices, incident reports, record keeping and follow to clients
Collaborate with Museum operations regarding facility usage and event execution, and compliance with facilities, local, state and federal building guidelines and permitting
Troubleshoot when unexpected situations arise, causing an event to be compromised
Schedule and conduct client walk through for potential rental events
Create quotes for potential event rental events based on OMCA guidelines
Convert quotes into rental contracts and provide to clients