Venue Rentals Coordinator

The Regional Municipality of Durham; Oklahoma City (OK); On-site; USD 10,000 - 60,000; Part time

Job summary

A leading company is seeking a part-time Venue Rentals Coordinator in Oklahoma City. The role involves providing organizational support for private events at the Myriad Botanical Gardens, ensuring all logistics run smoothly. Ideal candidates will have strong customer service, organization skills, and some experience in event coordination.

Benefits

Employee discount

Flexible schedule

Flexible spending account

Life insurance

Paid time off

Retirement plan

Qualifications

• 1-2 years of experience in event management or coordination.
• Must have a valid Oklahoma Driver’s License.
• Experience in retail, meeting planning, catering, or hospitality.

Responsibilities

• Assist in the planning and management of various events.
• Provide clerical and administrative support to the Rentals department.
• Collaborate with internal teams to execute event logistics.

Skills

Customer service

Organization

Time management

Event planning

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

The Venue Rentals Coordinator will assist in providing organizational and operational support in the development and execution of private rental events to ensure all events run smoothly and successfully from the creation of contracts to the clean-up of events night of. The Venue Rentals Coordinator will be the main on-site contact for a variety of events such as private, public, & corporate events & parties. This position will work as part of a team to support all internal events at the Myriad Botanical Gardens when possible. This position will also be providing clerical and administrative support to the Rentals department and must be able to work flexible hours.

Essential Duties and Responsibilities:

Assists in onsite tours as needed which will include selling the Myriad Botanical Gardens as a venue for private events.

Plan and manage various aspects of corporate and social events; including but not limited to wedding ceremonies, receptions, bridal showers, rehearsal dinners, meetings, birthday parties, races, festivals and fundraisers.

Develop and document each event's logistics, floorplans, signs, and timelines.

Collaborate with internal teams to execute event logistics.

Sends post-event Thank You cards and evaluations to renters.

Assists in managing monthly event calendar.

Provides exceptional customer service to clients and co-workers.

Ensure all customers are aware of policies and procedures of facility, obtaining insurance requirements, and ABLE licensing where needed.

Work with staff and outside vendors to ensure completion of all logistics related to set-up, tear down, food service, security, parking, etc.

Provides timely feedback to Rental Director or Facilities Director regarding performance and maintenance concerns within event spaces.

Assists in managing and maintaining all rental related inventory including tables, chairs, linens, audio/visual, etc. and make recommendations for replacements when needed.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Education and/or Experience

High school diploma or equivalent

Certificates, Licenses, Registrations

Valid Oklahoma Driver’s License.

Computer Equipment and Software Requirements

Intermediate to advanced skills in Microsoft Office, particularly Word and Excel, and standard office equipment.

Social media management desired.

Knowledge, Skills and Abilities Required

Experience in retail, meeting planning, catering and/or facility sales, or hospitality with a proven ability to meet goals.

1-2 years of experience in event management or coordination.

Excellent organization and customer service skills.

Ability to stay calm under pressure.

Must present professional appearance and a positive, enthusiastic attitude.

Must be able to multi-task, return all emails and phone calls in a timely manner and work well in a team atmosphere.

Must have the flexibility and willingness to work evenings and weekends and daytime office work during non-peak seasons.

Physical Requirements

Must be able to sit or stand for extended periods.

Must be able to bend, stoop and lift on occasions.

Must be able to climb stairs.

Must be able to lift and push event equipment, i.e., tables, chairs, audio visual equipment, chair and table carts.

Additional Job Requirements

Clearance of background check.

Work Environment

The employee will work in both an office and botanical gardens environment. There are locations visited while executing job duties that may not be wheelchair accessible; some time may spent outside in various weather conditions.

The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Equal Opportunity Employer: Employer does not to discriminate against any employee or job applicant because of race, color, religion, national origin, sex, physical or mental disability, or age.

Job Type: Part-time

Pay: From $17.00 per hour

Expected hours: 25 – 32 per week

Benefits:

Employee discount
Flexible schedule
Flexible spending account
Life insurance
Paid time off
Retirement plan
Schedule:

Day shift
Evenings as needed
Evening shift
Holidays
Weekends as needed
Work Location: In person