Event Sales Coordinator

Oakland Museum of California•Oakland, CA

9d•$32

About The Position

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.

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)

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