Corporate Event &Hospitality Coordinator

National Bus Sales is seeking a highly organized, polished, and service-oriented Corporate Event & Hospitality Coordinator to oversee company events, corporate hospitality, guest experiences, and special projects.

This position is ideal for someone who has a passion for hospitality, exceptional attention to detail, and the ability to create memorable experiences from beginning to end. The Corporate Event & Hospitality Coordinator will work closely with company leadership to plan and execute internal and external events while ensuring customers, business partners, employees, and special guests receive an exceptional level of service.

The successful candidate will be a proactive planner who can anticipate needs, manage multiple priorities, and take complete ownership of an event—from the initial idea through the final detail.

Key Responsibilities

Plan, coordinate, and execute corporate events, customer events, employee functions, meetings, celebrations, and special company gatherings.

Manage all aspects of event planning, including venues, catering, décor, entertainment, transportation, accommodations, invitations, schedules, and guest communications.

Serve as the primary point of contact for vendors, venues, caterers, hotels, entertainment providers, and other event partners.

Coordinate hospitality arrangements for customers, business partners, executives, and special guests visiting the company.

Create detailed event plans, timelines, checklists, guest lists, seating arrangements, and schedules.

Coordinate travel, lodging, transportation, dining reservations, and other hospitality needs when required.

Work closely with company leadership to understand the purpose, expectations, budget, and desired experience for each event.

Research venues, vendors, entertainment, restaurants, activities, and unique experiences.

Negotiate pricing and agreements with vendors while maintaining event budgets.

Track event expenses, invoices, deposits, contracts, and final costs.

Oversee event setup and breakdown and remain actively involved throughout events to ensure everything runs smoothly.

Anticipate potential issues and develop solutions before they impact the guest experience.

Maintain relationships with preferred vendors and hospitality partners.

Assist with company holiday parties, customer appreciation events, leadership gatherings, recruiting events, employee celebrations, and other special functions.

Coordinate gifts, welcome packages, recognition items, and other special touches for guests and events.

Maintain event calendars and ensure important deadlines and reservations are completed well in advance.

Provide hands-on assistance wherever needed to ensure successful execution.

Handle sensitive company and guest information with professionalism and discretion.

Perform additional hospitality and special-project responsibilities as assigned by leadership.

What We Are Looking For

We are looking for someone who genuinely enjoys taking care of people and making sure every detail is handled.

The ideal candidate will have:

Previous experience in corporate events, hospitality, event planning, executive support, luxury hospitality, hotel operations, catering, or a related field.

Exceptional organizational and time-management skills.

Strong attention to detail and follow-through.

A polished, professional presence and excellent communication skills.

A strong hospitality and customer-service mindset.

The ability to anticipate needs rather than waiting to be asked.

Confidence working directly with executives, customers, vendors, and high-level guests.

The ability to manage several projects and deadlines simultaneously.

Strong problem-solving skills and the ability to remain composed when plans change.

Experience managing event budgets and negotiating with vendors.

Proficiency with Microsoft Office, email, calendars, spreadsheets, and other business technology.

Flexibility to work occasional evenings, weekends, or travel when required for company events.

Preferred Qualifications

3+ years of experience in event planning, corporate hospitality, hotel/hospitality management, executive support, or a similar position.

Experience planning upscale corporate or customer events.

Experience coordinating travel, accommodations, dining, and entertainment.

Established knowledge of venues, restaurants, hotels, entertainment, and hospitality resources in the Tulsa area is a plus.

Experience working with senior executives or business owners is highly desirable.

What Success Looks Like

Success in this position means that events are organized, professional, and executed seamlessly. Guests feel welcomed and well cared for. Leadership can trust that details are being handled without having to personally oversee every step.

The person in this role will develop a reputation for being dependable, resourceful, creative, and exceptionally organized—someone who sees what needs to be done, takes ownership, and follows through.

Why National Bus Sales?

At National Bus Sales, we believe the experience we provide people matters. That includes our customers, business partners, employees, and guests.

This position offers the opportunity to work closely with company leadership, take ownership of meaningful events and special projects, and bring creativity and hospitality into an important role within our organization.

We value professionalism, integrity, teamwork, attention to detail, and people who are willing to go the extra mile to create an exceptional experience.

Benefits:

401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Life insurance
Paid time off
Vision insurance

Work Location: In person