What are the responsibilities and job description for the Assistant Event Coordinator position at Exotics Racing School?
ASSISTANT EVENT COORDINATOR JOB DESCRIPTION
Immediate Supervisor: Director of Sales
Employees Supervised: None
FLSA Status: Non-Exempt
Starting Wage: $14.00
Job Purpose
Under the direct supervision of the Director of Sales, the Assistant Event Coordinator is responsible for overseeing VIP and group events from the planning and preparation phase through to completion. Their duties include meeting with vendors at the venue location to help with set-up, running errands for supplies and decorations and working with staff to ensure the completion of a successful event. Their job is to work also with the Sales team to help them establish their event needs along with working the events on track. The employee in this classification will assist with the sales and operations of VIP, group sales and corporate events as needed. This includes ensuring all committed contracts are entered in our CRM system correctly, pricing and payments are accurate and received, calendar invites are created and updated accordingly to the bookings, transportation is scheduled, and other miscellaneous add-ons are scheduled for the event. The employee is also responsible for greeting and hosting VIP and/or groups for corporate sales. Ensure all customer requests are met for their experiences, work closely with the Sales team and Track team to coordinate a successful group event for the client.
The primary functions and additional responsibilities include:
Interacts with the Sales and Track team in person, provide product and service information, resolves problems, and seeks to obtain Client satisfaction and repeat business.
Skills
- Being a motivated self-starter
- Excellent communication and interpersonal skills
- Negotiating products with clients and service providers
- The ability to multitask efficiently
- Creative thinking and problem solving
- Identifying and solving problems for clients
- Advanced written and oral communications skills
- Maintains a positive attitude and appearance reflective of the critical role this position plays as ambassador with our company;
- Regular and reliable attendance is mandatory;
Duties and Responsibilities
- Establishing and maintaining relationships with vendors and our Track Team
- Planning event details and aspects, including seating, dining and guests
- Collecting payments on time
- Managing events and addressing potential problems that may arise
- Planning for potential scenarios that could impact the integrity of the event
- Maintaining a working knowledge of the complex needs of a wide variety of events
- Resolves product or service problems by clarifying a customer's concern, determining the cause of the issue, selecting and explaining the best solution to solve the challenges, expediting correction or adjustment, following up to ensure resolution;
- Greet customers professionally and proactively;
- Provide a safe & fun environment for every customer.
- Maintain track appearance and functionality; reports any concerns to management.
- Ensure the welcome center areas remain clean and safe.
- Work well with co-workers to provide industry leading customer service.
- Provide industry leading customer service.
- Knowledgeable of facility emergency procedures.
- Other duties as assigned.
Abilities
Ability to maintain attention to detail, successfully multi-task and prioritize; key personal skills; a commitment to excellence; able to communicate at all levels with customers and management; goal oriented with excellent organizational and communication skills; self motivated and problem solving oriented; able to work in a fast paced environment.
Work Environment
Work is performed in a typical shared office setting. This job function is performed through the use of a computer and telephone line throughout the workday. This position should expect to work hours outside of regular business hours (i.e. those hours in the evenings, on weekends and some national holidays). The employee is occasionally required to climb or balance; and stoop, kneel or crouch. The employee must frequently lift and/or move items up to 50 pounds and hear regularly loud, repetitive noise.
Qualifications
Experience and Education: High School diploma or GED, two or more years of experience in a customer service role.
- Basic Skills: Active learning, active listening, critical thinking, basic math to include addition, subtraction, multiplication, division, reading comprehension, speaking, writing. Must possess strong attention to detail.
- Social Skills: Negotiation, persuasion, service orientation, social perceptiveness.
- Problem Solving Skills: Conflict resolution and problem solving.
- Systems Skills: Judgment and decision making, social perceptiveness.
- Resource Management Skills: Time management & ability to prioritize/reprioritize.
- Desktop Computer Skills: Excel Spreadsheets, internet navigation, and word processing will be used regularly in this role, including but not limited to: grammar, spelling, email communication, and live chat.
Knowledge
- Administration and Management — General office administrative duties and management of customer needs.
- Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Bilingual in Spanish, French or other is a plus.
- Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Tools: Calculators, desktop computers, scanners, copiers, fax and phone systems.
- Other: Knowledge of, experience with or passion for exotic cars and racing
What We Can Offer You
- A comprehensive compensation package including a competitive medical, dental, and vision plan with national provider networks, a 401k retirement plan, paid time off.
- Work in a dynamic, collaborative, progressive, and high-performing team.
- Free Exotics Racing experience and Go-kart’s sessions after 3 months.
- Friends and Family discount at Exotics Racing after 3 months.
Las Vegas Motorsports Park is an equal employment/affirmative action employer. If you need accommodation for any part of the employment process because of a disability, please contact HR to let us know the nature of your request. This employer participates in E-Verify EOE/AA/Disabled/Vets Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Salary : $14