Event Coordinator

Event Coordinator Associated Builders and Contractors of Oklahoma, Inc. Broken Arrow, OK Job Details Full-time $24 - $27 an hour 1 day ago Benefits Health insurance Dental insurance 401(k) Flexible spending account Paid time off Vision insurance 401(k) matching Life insurance Retirement plan Qualifications Teamwork Interpersonal skills Writing skills Research Attention to detail Task prioritization Organizational skills Productivity software Delegation Time management Full Job Description Associated Builders and Contractors of Oklahoma Position Description Events Coordinator Reports to:

President Major Function:

Create, enhance, and manage fun, engaging, and profitable events for members of

ABC. JOB DESCRIPTION

Under supervision of the President, the Events Coordinator is responsible for and oversees all logistical aspects of Chapter events. This is a fast-paced position responsible for coordination of multiple events at one time. Responsibilities

• Serve as lead staff person on the production of all ABC of Oklahoma events.
• Responsible for all phases of event planning and execution of chapter events.
• Responsible for sponsorship tracking and communications with sponsors for all events in coordination with the reservation administrator.
• Help develop, monitor, and manage event budgets within scope of responsibilities, in collaboration with President/CEO services, including final bill resolution.
• Design and collaborate with President, VP of Membership, and VP of Communications on the following: o Event e-blast o Event graphics o Event signage o Event swag o Event materials
• Ensure supplies are prepped prior to event day by communicating with the appropriate ABC of Oklahoma team member.
• Manage staff and volunteers for in-person chapter wide events including outlining, delegation, and management of tasks for the team onsite.
• Contact registrants and follow up as necessary to clarify registrations in coordination with the reservation administrator.
• Manage post event deliverables, including but not limited to finalizing registration lists, submitting receipts, working with appropriate ABC of Oklahoma team member to finalize event financials
• Develop and report on event status including room block, F&B planning, space allocation, AV, prizes, raffle prizes, and planning concerns.
• Manage in-person planning and execution of room sets, audio visual, internet, electrical, security, food & beverage, etc.
• Coordinate with hotel/venue staff and other vendors to ensure the event is executed per our specifications.
• Developing, revising, and distributing RFP's to selected hotels/venues
• Research and evaluate venues and facilities; conduct site inspections, and make recommendations to leadership regarding site selection
• Requesting, collecting and negotiating contracts from selected facilities in collaboration with President/CEO
• Reviewing contracts to verify all terms are as requested
• Communicate with staff and volunteers of event timelines.
• Input all necessary information into our online database.
• Update distribution lists as necessary in coordination with reservation administrator.
• Serve as staff liaison to our event Task Forces/committees.
• Other duties as assigned. Position Requirements
• Minimum two years' relevant work experience.
• Knowledge of planning large events such as golf tournaments, clay shoots, award galas, networking events, luncheons, dinners, etc.
• Self-starter, efficient time management, and excellent organizational skills.
• Exceptional interpersonal skills.
• Strong attention to detail and meticulous follow-up skills. Has the ability to communicate professionally verbally and in writing with a diverse membership and others contacted in the course of work.
• Strong ability to listen and apply information to meet goals.
• Team player.
• Possess excellent negotiation skills. Professional demeanor and presentation of self.
• Strong problem-solving abilities.
• Possesses the ability to multi-task and prioritize responsibilities.
• Has strong Microsoft Office program skills.

Organizational awareness & resourcefulness - understanding of whom to engage in order to identify solutions & resolve issues. Ability to take ownership of a process and to use problem solving skills to resolve issues. Demonstrates the highest level of personal and ethical standards. Travel throughout Oklahoma as required. Expectations Work cooperatively and in peer-to-peer environment with all members of the staff. Participate in staff meetings, events, and workshops, as requested. Respond promptly to requests from any member and teammates. This is a non-exempt, full-time position; includes employment benefits, and business mileage from primary office to work related locales (not commuting) reimbursed at the standard IRS rates. Work typically during normal office hours, Monday-Friday 8:00 am - 5:00 pm. Some events require evenings and/or early mornings. Daily hours may vary based on seasons and/or Chapter events. All ABC of Oklahoma team members are expected to be flexible and helpful with the ongoing needs of the entire Chapter. Territory includes entire state of Oklahoma. Office attire is business casual but may vary from time to time. ABC of Oklahoma is a tobacco/smoking/vaping/drug-free environment. Reliable transportation is a requirement. Must be able to sit, stand, bend, and lift 50 pounds.

INTERNAL RELATIONSHIPS

Reports to President.

EXTERNAL RELATIONSHIPS

Communicates regularly with members, committees, staff, ABC National office, and others. Assists other departments with responses to member queries and needs.

Pay:

$24.00 - $27.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person