Job ID: 2024-1466 Type: Regular Full-Time # of Openings: 1 Category: Development Oakland Museum of CA
Overview
The Event Sales Coordinator supports the Event Sales Manager in renting spaces at the Oakland Museum of California to external clients such as weddings, corporate, and non-profit events. The Event Sales Coordinator is a customer-facing, admin-heavy role that supports all external events by responding to customer inquiries on the phone, in person, and via email. This role is required to be on-site at least 3 days a week. The candidate must also be available to work occasional nights/weekends if the events are not within normal business hours.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.
INSTITUTIONAL RESPONSIBILITIES
Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future
Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement
Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement
All positions will have core functional responsibilities, cross functional team activation and learning and development as a core function of each role.
Responsibilities
POSITION DUTIES AND RESPONSIBILITIES
Administrative Support
Maintain all event documents including insurance records, permits, contracts, loading requirements, etc. Act as initial point of contact for event inquiries, respond to clients in a timely manner in writing/email, in person or via the telephone
Process deposits and purchase authorizations for all Event Services clients and vendors
Track revenue and expenditures for external events
Facilitate post-event follow-up to include processing invoices, incident reports, record keeping and follow to clients
EVENT-SPECIFIC LOGISTICS
Attend meetings 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-thrus for potential rental events
Create and convert quotes into rental contracts and provide to clients
Work with the Event Sales Manager as the lead or support during most external events
Qualifications
EXPERIENCE
2 plus years of related experience in a customer-facing role.
Knowledge and experience in event production and procedures, food & beverage, customer service, and a history of vendor relationships preferred
Familiar with Google Office Suite & Microsoft Platforms
WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:
Museum environment involves both indoor and outdoor working conditions
Engage with diverse visitor populations for extended periods of time in the galleries or throughout the campus
Ability to work a flexible schedule, including occasional evenings and weekends
Ability to lift up to 25 lbs.
EEO STATEMENT
The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.
