Venue Services Coordinator

Glenpool Conference Center; Glenpool (OK); On-site; USD 38,000 - 48,000; Full time

Job summary

Glenpool Conference Center is seeking an Events Coordinator to manage client use, coordinate staff, and ensure facilities, equipment, and setup meet contractual requirements while adhering to safety codes.

The role involves advising clients on services, serving as liaison between clients and operating staff, and handling post-event evaluations and billing. A valid driver's license is required, along with the ability to obtain a Food Handler permit in Tulsa.

Qualifications

• Knowledge of operating procedures for large convention/theatrical facilities.
• Technical production practices and safety with sound and lighting equipment.
• Understanding of health, safety, and fire code basics.

Responsibilities

• Communicate with customers on event days and determine needs.
• Serve as a facility representative at events.
• Conduct pre- and post-event walkthroughs to assess facility condition.
• Enforce facility policies and procedures at events.
• Identify and resolve event challenges.
• Resolve public complaints.
• Prepare written evaluations and billing statements.
• Answer questions and provide information to facility customers.
• Conduct facility tours as needed.

Skills

Handle stress effectively

Organization

Clear communication

Tools

Sound equipment

Lighting equipment

Electrical power

Job description

Experience Required: 1 year of experience in events or meeting planning is required.

Supervisory Responsibility: None

Primary Work Location: Various locations throughout the City

Physical requirements: While performing the duties of this job, the employee is regularly required to talk or hear, sit and reach with hands and arms, stand, walk, handle or feel, and climb and balance. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds

Certification: Possession of a valid driver’s license and the ability to obtain Tulsa Food Handler’s Permit are required.

Job Summary : The Events Coordinator coordinates client use of the Glenpool Conference Center. They serve as a liaison between the clients and the Conference Center operating staff to ensure facilities, equipment, physical setup, and labor provided meet the requirements of event and tenant contractual agreements within the constraints of safety, health, and fire code standards. The Events Coordinator advises clients of services available within the complex, and of services that are available through outside contractors.

Essential Job Functions

An employee in this position may be called upon to do any or all of the following essential duties:

• Communicate and meet with customers on event days and assist in determining needs.
• Serve as a facility representative at events.
• Facilitate pre- and post-event walk through to assess facility condition.
• Enforce facility policies and procedures throughout each event.
• Identify and resolve event challenges.
• Resolve public complaints.
• Prepare written evaluations of assigned events; calculate, prepare, and submit summary billing statements.
• Answer questions and provide information to facility customers.
• Conduct facility tours as needed.
• Perform related tasks as required.

Essential Functions, Qualifications, Knowledge, Skills, and Abilities (KSA’s) for Employment

An employee in this class must have the following knowledge, skills, and abilities upon application:

Knowledge

• Operating procedures of a large convention, theatrical, or other public use facility.
• Technical production and design practices and electrical power, sound, and lighting equipment and the parts, safety hazards, probable malfunctions, and scope and limitations of their use.

Skills

• Handle stress effectively without it interfering with performance.
• Organize, set priorities, and exercise sound independent judgment within areas of responsibility.
• Communicate clearly and effectively, both orally and in writing.

Abilities

• Conduct client interviews to translate requests into specific services and costs.
• Explain and promote the services available from or through the Conference Center.
• Advise exhibit and trade show clients on the scope of electric services available.
• Communicate with and respond pleasantly to a diverse and sometimes demanding public in answering questions, explaining and/or enforcing departmental policy.
• Coordinate and satisfy the requirement for multiple events occurring simultaneously.
• Establish and maintain highly effective working relationships with other employees and the public.