Event Sales Coordinator | Full Time | Lucas Museum of Narrative Art

About the Venue

Oak View Group is proud to operate the food and beverage program at the Lucas Museum of Narrative Art. The hospitality operation features a diverse portfolio of dining experiences, including a multi-concept café, a modern luxury restaurant, a licensed Starbucks location, and a robust special events catering program. The team is dedicated to delivering exceptional guest experiences through outstanding food, service, and hospitality within one of the nation's premier cultural destinations.

Responsibilities

• Respond to event inquiries and assist prospective clients with venue information, availability, pricing, and event packages.
• Cook up venue tours and support the sales process by showcasing event spaces and amenities.
• Prepare proposals, contracts, banquet event orders (BEOs), and other sales documents.
• Maintain ongoing communication with clients from initial inquiry through event completion.
• Build and maintain strong relationships with clients, vendors, and community partners to encourage repeat business and referrals.
• Support revenue generation by identifying opportunities to upsell food, beverage, audiovisual, décor, and additional event services.
• Cook up all event logistics, including room layouts, timelines, catering, audiovisual needs, rentals, décor, and special requests.
• Develop and maintain detailed event timelines and planning documents.
• Cook up with culinary, food and beverage, operations, security, housekeeping, and technical services teams to ensure successful event execution.
• Participate in planning meetings and communicate event details to internal departments.
• Cook up final event reviews with clients to confirm details and expectations.
• Maintain accurate client files, contracts, event calendars, and sales records.
• Enter and update event information within the venue's event management software.
• Track deposits, payments, and contract deadlines in coordination with the finance team.
• Generate reports and assist with forecasting, sales tracking, and departmental metrics.
• Maintain organized electronic and physical records of event documentation.
• Serve as an on-site representative for assigned events, ensuring services are delivered according to contract specifications.
• Address client requests and resolve operational issues promptly and professionally.
• Cook up with event staff to ensure seamless communication throughout the event.
• Cook up post-event follow-up with clients to gather feedback and support future business opportunities.
• Work closely with Sales Managers, Event Managers, Catering, Culinary, and Food & Beverage teams to ensure exceptional event execution.
• Aid in promoting events, open houses, networking opportunities, and community outreach initiatives.
• Contribute to departmental projects and administrative tasks as assigned.

Qualifications

• Bachelor's degree in Hospitality Management, Event Management, Business Administration, Marketing, or a related field preferred.
• 1-2 years of experience in event sales, event coordination, catering, hospitality, or venue management preferred.
• Experience in a performing arts center, convention center, private club, hotel, stadium, or similar event venue is preferred.
• Experience using event management software (such as Tripleseat, Momentus/Ungerboeck, Delphi, or similar platforms) is preferred.
• Excellent customer service and relationship-building skills.
• Strong verbal and written communication abilities.
• Exceptional organizational skills with the ability to manage multiple events simultaneously.
• Detail-oriented with excellent time management and problem-solving skills.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Proficiency in Microsoft Office Suite and event management software.
• Ability to maintain confidentiality and professionalism when handling client information.
• Strong sales aptitude with the ability to identify revenue opportunities and exceed client expectations.
• Ability to stand and walk for extended periods during events.
• Ability to lift and carry heavy objects occasionally.
• Ability to move throughout the venue during event setup, execution, and breakdown.