Event Coordinator

ASM Global-SMG; Oklahoma City (OK); On-site; USD 42,000 - 62,000; Full time

Job summary

Legends Global in Oklahoma City is seeking an Events Coordinator to manage planning, coordination, and execution of events at the Oklahoma City Convention Center. The role acts as the primary liaison between clients and internal departments to ensure flawless event delivery for meetings up to 500 attendees.

Responsibilities include coordinating with clients, staff, and exhibitors; preparing cost estimates and final billing; and guiding clients through contract details, timelines, and setup

Qualifications

• Bachelor's degree in Hospitality, Business, or related field preferred.
• Customer service experience is required.
• Internship or comparable experience may be considered in lieu of professional experience.

Responsibilities

• Coordinate events from planning through completion with clients and staff.
• Meet with client groups to plan meetings and events.
• Assist Sales with site tours for prospective clients.
• Explain contracts, policies, and procedures to clients.

Skills

Customer service

Event coordination

Communication

Organizational skills

Deadline management

English proficiency

Driver's license

Microsoft Office

Budgeting

Education

Bachelor's degree in Hospitality, Business, or related field

Tools

Event management software

Booking software

Microsoft Office

Job description

Provides professional client service and support in the planning, organization, and coordination of events within the Oklahoma City Convention Center. Monitors event logistics and manages all tasks from the time an event is confirmed through its conclusion. Serves as the primary point of communication between clients and internal departments to ensure successful event execution for assigned events of up to 500 attendees.

Essential Duties & Responsibilities

• Ensures successful event coordination by monitoring events and maintaining close contact with clients and staff to achieve exceptional service levels.
• Meets with client groups to plan and organize assigned meetings and events.
• Assists the Sales Department with site tours for prospective clients.
• Guides clients in event preparation by interpreting and explaining contract provisions, policies, and procedures.
• Keeps clients informed of deadline schedules, including but not limited to floor plan submissions, meeting room setup specifications, insurance requirements, and other relevant details.
• Prepares cost estimates and monitors final billing.
• Provides clear, concise, and timely communication of detailed event requirements to operational departments.
• Serves as the primary liaison between clients and facility departments.
• Monitors in-house events, maintaining close contact with clients and facility staff to ensure successful event execution.
• Follows up on all client requests, concerns, and issues.
• Ensures event operational functions are maintained, including inventory, services, and workflow.
• Oversees and maintains the monthly event calendar, ensuring accurate scheduling and coordination of facility events.
• Assists with Exhibitor Services operations and client needs as necessary.
• Coordinates and services assigned events with attendance levels not exceeding 500 attendees.
• Attends planning, organizational, event, and facility meetings in support of facility operations.
• Maintains a professional image and fosters positive public relations with patrons and staff.
• Works extended and irregular hours, including evenings, weekends, and holidays, as needed.
• Addresses complaints and resolves problems in a timely and professional manner.
• Performs other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Education and/or Experience

• Bachelor's degree from an accredited four-year college or university in Hospitality, Business, or a related field preferred.
• Previous experience in event coordination, meeting planning, hospitality, customer service, convention center operations, or a related field is preferred.
• Relevant internship, or comparable experience may be considered in lieu of professional experience.
• Customer service experience is required.

Skills and Abilities

• Demonstrated knowledge of industry terminology, facility capabilities, operational procedures, event coordination, and event-related services.
• Demonstrated understanding of the principles and techniques of planning, budgeting, and administrative functions.
• Ability to handle conflict, make sound decisions, and exercise appropriate judgment during high-pressure situations.
• Basic accounting knowledge.
• Ability to manage multiple tasks simultaneously and effectively prioritize workload.
• Ability to operate a portable radio and standard office equipment, including copiers and other business equipment.
• Ability to follow oral and written instructions and communicate effectively with others, both verbally and in writing.
• Strong organizational skills with attention to detail and the ability to meet deadlines.
• Ability to work effectively under pressure and within stringent schedules while producing accurate results.
• Ability to work independently while exercising sound judgment and initiative.
• Ability to establish and maintain effective working relationships with clients, employees, exhibitors, patrons, vendors, and others encountered during the course of business.
• Must possess and maintain a valid driver's license and be insurable to operate a motor vehicle in the United States.
• Must be able to speak, read, and understand English sufficiently to communicate effectively with customers, supervisors, and employees.
• Effective communication, interpersonal, organizational, and computer skills required.
• Proficiency with Microsoft Office Suite, Windows-based computer systems, event management software, and booking software.
• Due to the cyclical nature of the entertainment industry, employees may be required to work varying schedules to reflect the business needs of the organization.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to move throughout the facility; stand for extended periods during events; and communicate effectively through speaking and hearing. Work may be performed inside or outside the facility as required by event needs. The employee must occasionally lift and/or move up to 50 pounds. This position requires occasional stooping and lifting, substantial walking, and the ability to stand or sit for extended periods of time.

Note

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other business reasons. This document does not state or imply that these are the only duties to be performed by the employee occupying this position.

Legends Global is an Equal Opportunity/Affirmative Action Employer and encourages Women, Minorities, Individuals with Disabilities, and Protected Veterans to apply.

VEVRAA Federal Contractor

Our Work Experience is the combination of everything that's unique about us: our culture, our core values, our company meetings, our commitment to sustainability, our recognition programs, but most importantly, it's our people. Our employees are self-disciplined, hard working, curious, trustworthy, humble, and truthful. They make choices according to what is best for the team, they live for opportunities to collaborate and make a difference, and they make us the #1 Top Workplace in the area.