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.

• 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…