Overview

The Office Coordinator provides professional support to management, event staff, marketing staff, clients, vendors, and visitors. This position is responsible for coordinating office operations, maintaining records, supporting sales, marketing, and events staff, assisting with communication, and ensuring an efficient and welcoming environment for customers and employees. The Office Coordinator plays a key role in supporting day-to-day operations and contributing to the successful execution of events.

This role pays an hourly rate of $22.00- $26.00

Benefits for Full-Time roles: Health, Dental and Vision Insurance, 401(k) Savings Plan, 401(k) matching, and Paid Time Off (vacation days, sick days, and 11 holidays).

 This position will remain open until December 11, 2026.

Responsibilities

Administrative Support

• Serve as the primary point of contact for incoming calls, emails, and office visitors.
• Maintain office records, files, permits, and administrative documents.
• Prepare correspondence, reports, meeting agendas, and presentations.
• Monitor office supply inventory and coordinate purchasing as needed.
• Assist leadership teams with administrative projects and departmental initiatives.
• Coordinate conference room and meeting schedules.

Customer Service

• Deliver exceptional customer service to clients, vendors, guests, and employees.
• Respond promptly to inquiries regarding facility rentals, events, and services.
• Assist clients with obtaining information and directing requests to appropriate departments.
• Maintain a professional and positive image of the Bismarck Event Center.

Marketing and Sales Support

• Assist with the preparation, distribution, and tracking of sales contracts, proposals, and event-related documentation.
• Assist with booking events within the booking platform.
• Coordinate client site visits, venue tours, and sales appointments.
• Assist with the creation, organization, and distribution of marketing materials, promotional items, and sales packets.
• Collaborate with event managers, sales staff, and marketing personnel to ensure accurate communication of event details and venue offerings.

General Operations

• Maintain an organized, clean, and professional office environment.
• Coordinate mail distribution and shipping/receiving functions.
• Support emergency communication and operational procedures when needed.
• Perform other duties as assigned to support successful facility operations.

Qualifications

• Associate degree in Business Administration, Office Management, Hospitality, Event Management, or a related field preferred.
• 1-2 years of administrative, office coordination, customer service, or event support experience preferred.
• Experience in an event venue, hospitality, convention center, or public facility is highly desirable.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Ability to maintain accurate records and handle confidential information.
• Strong customer service and interpersonal skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Ability to work independently while collaborating effectively with multiple departments.
• Must have a strong attention to detail.
• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry heavy objects occasionally.
• Ability to operate standard office equipment, including computers, printers, and telephones.