Events & Catering Manager

POSITION SUMMARY:
Thirty Nine Enterprises, LLC is a subsidiary of First Americans Museum FAM with the goal of driving First American Museum's mission within food and beverage services. The Events & Catering Manager is responsible for the full oversight and execution of all events and catering operations FAM.
This person leads the events team, owns the client relationship from first inquiry through final payment, and ensures that contracts, deposits, and collections are handled with accuracy and urgency. The Events & Catering Manager brings seasoned experience to the role and operates with a high degree of independence, accountability, and professionalism. The Events & Catering Manager sets the standard for the department and is responsible ensuring the same standard from the Events team.

Work Location
: First Americans Museum, 659 First Americans Blvd., Oklahoma City, OK 73129-6142
Work Schedule:
Various shifts: Sunday – Saturday, Standard Monday through Friday: 9:00 AM – 5:00 PM,
weekends, evenings, and holidays as needed.

Salary
: $70,000 - $75,000
Status:
Full-Time, Exempt
Reports To:
Thirty Nine (39) Enterprises, LLC Director
Benefits:
Medical, Dental, Vision, Basic Life Insurance, Voluntary Life Insurance, FSA, Long-Term Disability, Short-Term Disability, 401(k) Matching,
.
and PTO.
Duties & Responsibilities

Team Leadership and Staff Oversight

Directly supervise the Events Coordinator and Events Support Coordinator.Ensures the Events Coordinator is actively responding to all client inquiries within 24 – 48 hours and consistently following up on contracts, deposits, leads, proposals, and all outstanding event details.Holds direct reports accountable to department standards, deadlines, and communication expectations through regular 1:1s, clear feedback.Works with Human Resources Department on employee relation issues.Leads pre-event briefings so all staff understand their roles, assignments, and timelines before every event.Delegates effectively and follows through to ensure work is completed.Identify performance gaps early and address them directly, escalating to the Director when appropriate.Assist with scheduling temporary event staff in coordination with the Events Support Coordinator.Assists with Events Team recruiting in partnership with the Human Resources Department.Trains new Catering staff.Ability to think beyond a standard checklist when gathering event details, asking thoughtful and creative questions that uncover a client’s full vision and surface logistical need the client may not think to mention to the events team.Lead the Events meeting on Wednesday at 2:00 p.m.Purchase any equipment, office supplies, and other items needed for the events department in coordination with 39 Enterprise DirectorService fees are delivered to Human Resource by 8:00 a.m. every other Monday.Runs the weekly BEO meeting and have current information for all upcoming events.Support and manage internal events with the Events Support Coordinator.Manage Event Coordinator and Event Support Coordinator schedules, maintaining a 40-hour work week. Communicate overtime needed to the 39 Enterprise Director and the Finance Director.
Contract, Deposit, and Payment Management
Own the full contract lifecycle from proposal to signed agreement to final payment.Ensure contracts are sent promptly after client confirmation and that no event proceeds without a signed contract and deposit on file.Set clear payment deadlines with clients and follow up proactively to ensure deposits and final balances are collected on time.Enters and maintains accurate and up-to-date records of all contracts, invoices, deposits, and payments in Planning Pod, Financial Edge and the event tracker system.Ensures cash bar requests to Finance happen a minimum of two weeks before each event.Monitor and collect outstanding balances from Clients regularly and communicates collection status to the Director and Finance team.Contributes to the annual events budget by providing accurate income projections and expense forecasts.Be the primary contact for all billing, proposals, cost changes, invoices, overages, and purchase requests.Enter final invoice itemization and send out to clients using Planning Pod, Financial Tracker, and
Financial Edge.
Request tax returns from clients.Follow up on contracts within 48 hours that have not been signed but were sent out. All contracts must be signed before event can happen.
Client Relations