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.

•   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 Director

•    Service 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.

•   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.

•   Serve as the main point of contact for clients, ensuring professional and responsive experience from

the first inquiry through post-event follow-up.

•   Work with the Events Coordinator and the Events Support Coordinator on all client meetings to

gather event requirements, walk through venue capabilities, and present proposals.

•   Build and maintain strong client relationships that support repeat business, referrals, and FAM’s

reputation as a premier event venue.

•    Work with Event Coordinator on ensuring all vendors are confirmed for events.

•    Handle 3^rd party payers.

•    Manage client complaints and issues immediately and escalate to 39 Director when needed. 

•   Oversee all events from initial planning through day-of execution and post-event wrap-up. Have all

details for each event including but not limited to: guest count, floor plans, timelines, menu, and any

special requests captured.

•    Ensure floor plans are accurate, approved by clients, submitted to facilities, and entered into Asset

Essential within required timeframes.

•    Ensure work orders to facilities a minimum of one month prior to each event, no later than two weeks

prior to the event.

•     Ensure BEOs are completed accurately and distributed to all relevant departments including kitchen,

bar, and facilities.

•    Confirm tally sheets are completed correctly at every event and submitted for review.

•    Maintain the FAM master calendar in TeamUp and the financial tracker with complete and current

information on all events.

•   Support the Event Support Coordinator in communicating event requirements to the kitchen and bar

teams clearly and within required timeframes.

•   Maintain inventory of all catering equipment, linens, glassware, and event supplies.

•   Submit formal recap on each event to the 39 Enterprise Director.

•   Oversee and delegate OpenTable leads for events and catering to the appropriate event staff member.

This does not include restaurant buyouts.

•   Enforce all department policies and procedures and make updates as the business evolves.

•   Ensure compliance with Oklahoma ABLE liquor laws and all FAM and 39 policies during events.

•   Maintain organized records of all signed contracts and ensure all systems are accurate and current.

•   Report monthly event attendance and revenue figures to the Finance Department and 39 Enterprise

Director.

•   For events requiring catering, the Events & Catering Manager will work closely with the GM in the 39

Restaurant to ensure staffing needs are met by utilizing 39 Restaurant staff and will work closely with the

Events Support Coordinator if additional laborers are needed by utilizing a Temp Agency. The Events &

Catering Manager will submit internal and temporary staffing schedules three weeks prior to the event

to the 39 Director.

•   Events and Catering: utilize staff from the restaurant and temporary staff; work with both departments

three weeks prior to ensure staffing for events is handled. Submit staffing plan three weeks prior to

events, to 39 Enterprise Director.

•   Ensure Event Coordinator is scheduling tastings with clients and communicating to kitchen staff.

•   Other duties as assigned.

•   Minimum 8 years of experience in events management, catering, or hospitality, with at least 5 years in a

leadership or management role.

•  Bachelor’s degree in hospitality management, Event Management, Business, or a related field preferred.

•  Proven track record of managing client relationships, executing high-quality events, and driving revenue

through bookings and collections.

•  Demonstrated experience leading and holding accountable a team of direct reports.

•  Strong command of contract management, deposit collection, and payment follow-through.

•  Excellent written and verbal communication skills; professional and responsive in all client interactions.

•   Experience with event management software such as Planning Pod or similar platforms.

•   Proficiency in Microsoft Office and Google Suite.

•   Strong financial literacy including invoicing, collections, and budget oversight.

•   Ability to manage multiple events simultaneously with a high level of accuracy and attention to detail.

•   Ability to work evenings, weekends, and holidays as events require.

•   Current ABLE License.

•   Current FoodServ Certificate.

•   Ability to train staff.

•   Other job duties assigned



EQUAL OPPORTUNITY EMPLOYER:

First Americans Museum provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.