OMSI - Oregon Museum of Science & Industry
  • 12-Apr-2018 to 04-May-2018 (PST)
  • Retail
  • Portland, OR, USA
  • $33,400 - $37,700
  • Salary
  • Regular - Full-Time

Eligible for health benefits and paid time off.


The Event Sales Coordinator provides operational support for museum events, preparing the banquet event orders, assisting clients with last minute requests, and acting as the museum's on-site contact for scheduled functions. The Coordinator also assists with general department operations and is responsible for the selling and oversight of private events such as weddings, company picnics, and corporate receptions. By ensuring a quality customer experience, the Event Sales Coordinator plays a crucial role in the achievement of department revenue and profit goals.

Participate in programs/initiatives to enhance corporate culture, such as:

  • Working effectively with and supporting volunteers throughout the organization
  • Supporting OMSI's Total Guest Experience (TGE)/Customer Service mission & objectives in daily job performance, including diversity initiatives

Essential Duties & Responsibilities

  • Prepare event orders and coordinate with appropriate museum departments to facilitate events.
  • Attend events as on-site contact on behalf of the client and for museum departments.
  • Actively promote and sell museum facilities for private events.
  • Act as a contact for event vendors.
  • Prepare event contracts and follow up correspondence.
  • Conduct site tours for potential clients.
  • Knowledgeable of museum catering processes. Coordinate with OMSI's exclusive catering provider, Bon Appetit Management Company, on logistical needs for private events.
  • Manage department accounting, vendor payment, PO processing, financial reporting and other reports and documentation as necessary.
  • Maintain files and mailing list systems.
  • Responsible for museum-wide scheduling system. Facilitate room reservations with museum departments.
  • Maintain event equipment listing and recommendations for upgrades and purchases.
  • This position is exempt, paid salaried.
  • This position is regular full-time, scheduled for 40 hours/week.

Working Conditions

  • Flexible schedule, with the ability to work evening, holiday and/or weekend events, as necessary.
  • Physical Demands: 50% Sitting 45% Standing   5 % Lifting/Carrying/Pushing/Pulling  up to 30 Pounds   
  • Vision requirements include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), depth and perception (three dimensional vision, and ability to judge distance and spatial relationships),
  • Work environment includes outdoor weather conditions.
  • Noise level ranges from moderate (examples: business office with computers and printers, light traffic) to very loud (examples: jack hammer work, front row at rock concert).  

Secondary Functions:

  • Assist in designing systems to help department operate more efficiently.
  • Assist at trade shows.
  • Assume other tasks and duties as assigned by the Event Sales Manager.

Knowledge/Skills/Abilities:

Requirements:

  • Strong customer service skills.
  • Professional communication skills, both written and oral.
  • Excellent organizational, analytical and problem solving skills.
  • Excellent coordination and project management skills.
  • Strong time management skills.
  • Excellent attention to detail with a high degree of accuracy.
  • Strong presentation skills.
  • Proficient in Microsoft Office, including Word and Excel.
  • Ability to work independently as well as in teams.
  • Ability to work under pressure with flexibility.
  • Self-initiative to prioritize multiple tasks and meet deadlines.
  • Knowledge of event management fundamentals.
  • General knowledge of business writing and office procedures.
  • Knowledge of accounting and budgeting principals.
  • Professional attitude and appearance, with a friendly demeanor in person and on the phone.
  • Understanding of confidentiality and protocol.

Preferences:

  • Nonprofit experience.
  • Working knowledge of Microsoft PowerPoint.
  • Experience in Financial Edge, or other database program.
  • Experience in Patron Edge, or other database program.

Education & Work Experience:

Requirements:

  • Bachelor's Degree in Hospitality, Management, Marketing or Public Relations, or equivalent combination of experience and education.
  • Minimum 1 year of coordination and project management skills.
  • Minimum of 2 years' experience working with events or meeting planning.
  • Minimum 1 year of experience working with the public in formal and informal settings.

Preferences:

  • Bilingual - Spanish/English.
  • Experience working with volunteers.

Additional Requirements/Preferences; Including Licenses and Certifications:

Requirements:

  • Pre-employment checks, such as criminal background check and reference checks.
  • OLCC licensed (or obtain OLCC license).
OMSI - Oregon Museum of Science & Industry
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