Event Coordinator II (Full-Time)

Job Title Event Coordinator II Department: Convention & Visitors Bureau Reports To: Conference Center Director FLSA Status: Non-Exempt Prepared By: Conference Center Director Prepared Date: April 2015 Revised Date: September 2026

POSITION SUMMARY: The Conference Center Event Coordinator II works closely with the Event Coordinator I in carrying out a comprehensive program of event coordination and support for all facilities and events managed by the Conference Center in Woodward, Oklahoma.

SUMMARY OF ESSENTIAL DUTIES:

• Coordinates Conference Center events as required by the EC I/ Director.
• Maintains client and event records at the Conference Center required level.
• Maintains event calendar in conjunction with the CC Director/ EC I.
• Responsible for responding promptly to rental inquiries within 24 hours minimum.
• Responsible for preparing and submitting requests for quotations (RFQ’s).
• Responsible for following up on submitted RFQ’s within two weeks.
• Responsible for responding to all client communications promptly.
• Responsible for taking client payments, issuing receipts for payments, recording on the calendar, and submitting to City of Woodward within 24 hours of receipt.
• Prepares and distributes Banquet Event Orders (BEO) for all events within required time limits to the Banquet Supervisor and Custodian.
• Responsible for setting up and testing of lighting and audio-visual equipment for own events and assisting with set-ups as required.
• Responsible for submitting CLEET requests to PD in good time.
• Takes photographs of event set-ups and events for the purposes of Conference Center records and publicity.
• Responsible for assisting EC I/ Director with planning and execution of special events and trade shows.
• Responsible for assisting with sales meetings as required by the Conference Center Director.
• Assists the EC I / Director with the training of new staff.
• Tracks appointments, greets guests, provide tours of the conference center for guests as directed by the EH I.
• Receives in-coming calls, takes, and distributes messages for the Conference Center.
• Submits Post Event Reviews within required time limits to the EC I.
• Assists the Event Coordinator I with maintenance of Conference Center social media sites.
• Assists with seasonal decorating at the Conference Center.
• Responsible for immediately advising the EC I or CC Director of event issues or complaints and assisting in finding a resolution.
• Responsible for assisting the City of Woodward and its outlying agencies with events as needed.
• Responsible for developing strong working relationships with clients.
• Research, update on specific projects, records and files as required by the EC I / Director.
• Responsible for immediately reporting any workplace accidents to the CC Director and completing all Accident Reporting paperwork within 24 hours.
• Assists in the distribution of collateral material as required.
• Attends job-related schools, workshops, seminars, and meetings as directed by the CC Director.
• Assists other City employees and departments as directed by the CC Director.
• Keeps informed on Open Meeting/Open Records Acts laws and changes.

MINIMUM QUALIFICATIONS

Applicant must have the following education and experience qualifications:

• High School Diploma or equivalent.
• Ability to type a minimum of 50 w.p.m., have required computer skills, and operate other office machines as required for position.
• Trainable in records management.
• Skilled and trainable in bookkeeping procedures; ability to perform arithmetical computation; ability to receive, relay, and transfer information accurately; ability to quickly and accurately calculate, enter, and review numbers.
• Skilled and trainable in computer hardware and software applications.
• Skilled and trainable in Internet usage.
• Ability to do research, develop, and present findings.
• Ability to work under various supervision models including minimum supervision.
• Ability to promote and maintain harmonious and effective working relationship within the conference center, or other venue, environment, clients, vendors, partners, the public, all City employees, and co-workers.
• Ability to assist clients, co-workers, etc. on the telephone, other functions, and to relay information accurately as required.
• Ability to prepare, submit, and maintain reports, files, charts, proposals, schedules, budgets, and records accurately.
• Ability to get along with the public and fellow employees.
• Ability to adapt to new ideas and procedures.
• Ability to comprehend and follow written and verbal instructions.
• Ability and willingness to maintain strict confidentiality.
• Ability to read, understand and communicate fluently in the English language.
• Ability and willingness to assist management, co-workers, guests, vendors, clients, and citizens as directed by the CC Director.
• Must comply with City of Woodward safety procedures.
• Must possess and maintain a valid driver’s license and have driving record satisfactory to insurance carrier.
• Ability to pass background and drug/alcohol screenings.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

Applicant must be able to meet the following working conditions and physical requirements:

• Ability to work in a conference center, community venue environment during various hours as required by the conference, event, or tradeshow eight hours a day, five days a week or more.
• Ability to work with stress factors, such as deadlines, multiple tasks, simultaneous tasks, fast paced environment, customer relations, etc.
• Ability to operate for extended periods of time, at varying hours of the day or night to exceed client expectations.
• Ability to bend and lift as needed for table set-up, tear-downs, and reset procedures for conferences and events.
• Ability to lift a minimum of 60 pounds of weight.
• Ability to perform work outdoors in inclement weather and during all seasons.
• Ability and willingness to attend meetings/functions as Conference Center Director deems appropriate.

DISCLAIMER

This job description is provided as a guide and is not to be considered a contract. The City reserves the right to make changes to the job description as necessary. It is intended to identify the major responsibilities and requirements of this job. The employee may be requested to perform job-related responsibilities and tasks other than those stated in this description.

Signature: ____________________________________ Date: ____________

Qualifications

See job description. Special Requirements See job description. Miscellaneous Information

CITY OF WOODWARD EMPLOYEE BENEFITS

Eligible employees at the City are provided a wide range of benefits. A number of the programs (such as Social Security, Medicare, worker’s compensation, and unemployment insurance) cover all employees in the manner prescribed by law.

The following benefit programs are available to eligible employees:

• Bereavement Leave
• Dental Insurance
• Employee Assistance Program
• Family Leave
• Flexible Spending Account
• Health Insurance
• Holidays
• Jury Duty Leave
• Leave Sharing
• Life Insurance
• Longevity
• Military Leave
• Retirement Plan
• Sick Leave Benefits
• Sick Leave Buy Back
• Supplemental Life Insurance
• Supplemental Medical Coverage
• Travel Allowances
• Uniform and Uniform Maintenance
• Vacation Benefits
• Vision Insurance