Event Coordinator

Company/Position Overview

Spring Mountain Motor Resort and Country Club is the ultimate motorsports destination for car enthusiasts providing the highest level of service through our customer driven employees and renowned facilities. Our mission is to become the premier industry leader and one of the top racetracks, driving schools and private motorsports country clubs in the United States.

The Event Coordinator will assess and conceptualize client needs and desires for a variety of classroom, paddock, track and other facility purposes. The coordinator will make all onsite arrangements and execute event operations to exceed the clients’ expectations while ensuring that all internal departmental needs are met. Individual events may last from a few hours to several weeks in length.

• Corporate Events: You own it from the first contact to the event conclusion and client follow-up. Corporate Events involve the most coordination between internal operational departments as the event will use vehicles and instructors from the Ron Fellows Performance Driving School.
• Track Rentals: You own it from the first contact to partnering with a coordinator that will assist with the rental on behalf of the rental organization and all the way through to the conclusion of the event. Track Rentals involve coordinating between all internal departments to ensure that the client’s expectations are met and all internal departments are prepared.
• Pay: The wage for this position is a based on a combination of an hourly rate, overtime as needed, and a commission on event sales.

Essential Functions of the Job

• Manage incoming calls and email inquiries.
• Actively listen and ask questions to thoroughly understand the needs of each event or activity. May include tracks, paddocks, buildings, lodging, security, hospitality, or other specialized needs.
• ·Regularly communicate with calendar administrator and relevant internal departments to determine feasibility of client requests and requested scheduling.
• Become the key contact with each rental or corporate event and manage contract or agreement negotiations as approved by the CEO.
• Responsible for planning and hosting of all meetings and site visits with clients prior to an event.
• Ensure that all events and activities meet legal, safety, and health requirements and regulations.
• Ensure that all insurance requirements have been met prior to the start of an event or activity.
• Plan and make arrangements for participant registration if needed.
• Coordinate with all necessary department managers ahead of events for needed services, supplies, and staffing.
• Create internal planning informational documents to distribute to all departments for each event and update as needed.
• Remain in constant communication with department managers and team members throughout the planning process regarding changing event needs to ensure they are met.
• Organize monthly event meetings with all department managers to go over future event expectations in detail and gather feedback on previous events.
• Incorporate internal and external feedback into planning for future events.
• Provide the accounting department with detailed invoices and payables for each event.
• Create, update, and send client event invoices beginning with quotes and ending with final invoices after the event conclusion.
• Keep the accounting department updated with monthly lists of expected deposits and payments from event groups.
• Follow up with the accounting department and clients on any past due accounts and make arrangements for payment.
• Develop and maintain positive working relationships with all clients.
• Manage all administrative tasks relating to each event.
• Coordinate with third-party public relations or other firms providing logistics for an event.
• Anticipate and proactively handle issues arising prior to or on event day(s).
• Troubleshoot any emerging problems on the event day(s).
• Be available in person and by phone during an event to manage details and solve problems as they arise.
• Maintain regular contact with clients and their contracted vendors regarding logistical items to ensure smooth event operations.
• Conduct pre- and post- evaluation and report outcomes.
• Maintain up to date digital and hard copy files for each event.
• Oversee the daily activities and job duties of the Events assistant.
• Participate in job interviews, employee selection, employee evaluations and discipline decisions for Events Assistant.
• Other duties as assigned.

Required Skills & Abilities

• Exceptional verbal and written communication skills.
• Excellent organizational skills and meticulous attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent interpersonal skills and social awareness.
• Ability to adapt to the needs of the organization and employees.
• Ability to respond to problems and to assist clients and internal staff members with a calm, courteous, helpful manner, and a positive attitude.
• Ability to work independently and use available resources to make decisions quickly and confidently.
• Ability to devise creative solutions to complex problems with or without guidance.
• Ability to adapt quickly and calmly navigate rapidly changing situational conditions.
• Proficient with Microsoft Office Suite or related software.

Experience, Education & Abilities Needed

• Able to give full attention to the task at hand, taking time to understand and verify points being made, and asking questions as appropriate.
• Able to communicate information and ideas to others in an effective and concise manner.
• High school diploma or GED. Post secondary education preferred but not required.
• Two or more years of event planning or management preferred.
• Two or more years of logistical experience preferred.
• All applicants are subject to a Department of Motor Vehicle background check.
• Must have an acceptable MVR as determined by insurance company.

General Physical Requirements & Work Environment

• Prolonged periods of standing and walking.
• Must be able to lift up to 40 pounds occasionally, and 25 pounds regularly.
• Must be able to work in a variety of weather conditions, indoor and outdoor.
• The worker is occasionally subject to race and sports cars. For periods of time there are also fuel and oil smells and noise levels over 110 db.
• Stooping: Bending body downward and forward by bending spine at waist.
• Kneeling: Bending legs at the knee to come to a rest on the knee or knees.
• Crouching: Bending the body downward and forward by bending leg and spine.
• Standing: Particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
• Pulling: Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion.
• Lifting: Raising objects from a lower to higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of the upper extremities and back muscles.

All Job Offers are Contingent Upon:

• Acceptable driver’s license history as deemed by insurance company.
• Acceptable criminal background check.
• Review of job description with Manager and Human Resources.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Evenings as needed
• Extended hours
• Monday to Friday
• Weekends as needed

Work Location: In person