Hospitality Administrative Assistant

AAON, Inc. • Tulsa, OK

4d

About The Position

The Events Coordinator I supports hospitality and catering operations by coordinating event logistics, managing communication, and providing administrative assistance. This position ensures that catering and hospitality services are delivered accurately, efficiently, and in a professional manner. The role contributes to department objectives by maintaining high service standards, supporting event execution, and fostering a positive experience for guests and internal teams. Primary duties may include, but are not limited to: • Coordinate and process catering and hospitality requests, including scheduling, confirmations, and modifications. • Communicate with vendors, delivery personnel, and internal teams to ensure seamless event execution. • Maintain detailed records of event logistics, budgets, and hospitality inventory. • Assist with preparation and setup for meetings, events, and on-site hospitality needs. • Support administrative tasks such as filing, document preparation, data entry, and scheduling. • Monitor and restock hospitality supplies to ensure readiness for events. • Troubleshoot issues promptly and professionally to maintain service quality. • Performs other duties as assigned. At AAON, we are driven by a commitment to innovation and sustainability. Since 1988, we have been at the forefront of the HVAC industry, providing cutting-edge solutions for commercial and industrial indoor environments. Our dedication to designing and manufacturing highly configurable equipment ensures that we meet the exact needs of our clients, delivering unparalleled efficiency, performance, and long-term value. Join us in our mission to create a cleaner and more sustainable future.

Requirements

• Requires a high school diploma or GED
• 2+ years of experience in hospitality coordination or administrative support; or any combination of education and experience, which would provide an equivalent background.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities and adapt to changing schedules.
• Attention to detail and problem-solving skills.
• Ability to work collaboratively with internal teams and external vendors.
• Basic proficiency in office software and data entry.

Nice To Haves

• Associate degree or hospitality-related training.

Responsibilities

• Coordinate and process catering and hospitality requests, including scheduling, confirmations, and modifications.
• Communicate with vendors, delivery personnel, and internal teams to ensure seamless event execution.
• Maintain detailed records of event logistics, budgets, and hospitality inventory.
• Assist with preparation and setup for meetings, events, and on-site hospitality needs.
• Support administrative tasks such as filing, document preparation, data entry, and scheduling.
• Monitor and restock hospitality supplies to ensure readiness for events.
• Troubleshoot issues promptly and professionally to maintain service quality.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees