Coordinator, Guest Services

NASCAR Event Management; Daytona Beach (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

Daytona International Speedway seeks a talented professional to join our team as Coordinator, Guest Services. This position supports an exceptional guest experience by coordinating nonprofit organization volunteers, event staffing, equipment, transportation, vendor services, and administrative activities for Guest Services and other departments.

The ideal candidate will bring a bachelor’s degree in sport management, event management, or a related field, and one to two years of related

Qualifications

• Bachelor’s degree in sport management, event management, or a related field.
• 1–2 years of related experience and/or training or equivalent combination of education and experience.
• Event management experience, preferably in sports.
• Proven employee supervision experience, preferably with event-day staff.
• Proficiency with Microsoft applications and web-based programs.
• Strong verbal, written, and listening skills; ability to prepare reports and communicate with guests, vendors, volunteers and employees.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Sound judgment, problem-solving skills and attention to detail.
• Basic mathematical skills to support payroll, expense tracking, invoices and budget activities.
• Commitment to customer service and representing Daytona International Speedway positively.

Responsibilities

• Recruit and maintain relationships with volunteer groups, coordinate required documentation, contracts, credentials and post-event payments.
• Assist with training materials for Guest Services Fan Crew and volunteers.
• Coordinate social media and radio advertising for hiring events and volunteer recruitment.
• Coordinate staff scheduling and payroll processes using event tools.
• Supervise Tours staff, Crew Chiefs, Tram Maintenance and Support personnel.
• Assist at the Guest Services Desk in the Ticket and Tours Lobby.
• Prepare post-event summaries for management after major events.

Skills

Volunteer coordination

Staff supervision

Organizational skills

Verbal communication

Written communication

Microsoft Office

Customer service

Education

Bachelor’s degree in sport management / event management or related field

Job description

DAYTONA INTERNATIONAL SPEEDWAY

Daytona International Speedway is a state-of-the-art motorsports facility and was awarded the SportsBusiness Journal's prestigious Sports Business Award for Sports Facility of the Year in 2016. Daytona International Speedway is the home of "The Great American Race" - the DAYTONA 500. Though the prestigious season-opening NASCAR Cup Series event garners most of the attention - as well as the largest audience in motorsports - the approximately 500-acre motorsports complex boasts the most diverse schedule of racing on the globe, thus earning it the title of "World Center of Racing." Among the nine major weekends of racing activity are the Rolex 24 At DAYTONA, the DAYTONA Supercross, the DAYTONA 200 motorcycle classic and the Coke Zero Sugar 400. Rarely a week goes by that the Speedway grounds are not used for events that include track tours, concerts, civic and social gatherings, car shows, photo shoots, production vehicle testing and police motorcycle training.

Daytona International Speedway seeks a talented professional to join our team as Coordinator, Guest Services . This position supports an exceptional guest experience by coordinating nonprofit organization volunteers, event staffing, equipment, transportation, vendor services, and administrative activities for Guest Services and other departments.

What You'll Do

• Serve as the Nonprofit Organization (NPO) Supervisor, recruiting and maintaining relationships with volunteer groups and coordinating required documentation, contracts, credentials, and post-event payments.
• Assist with preparing training materials for Guest Services Fan Crew members and NPO volunteers.
• Coordinate social media and radio advertising for hiring events and NPO recruitment.
• Use ABI MasterMind to replicate events, schedule staff, track labor costs, and process payroll for event employees.
• Provide supervision for Tours staff, Crew Chiefs, Tram Maintenance, and Support personnel.
• Assist at the Guest Services Desk in the Daytona International Speedway Ticket and Tours Lobby.
• Prepare post-event summaries for management following major events.
• Coordinate radios, golf carts, apparel, and other event equipment and supplies.
• Support vehicle operations by coordinating vendor pricing, contracts, certificates of insurance, vehicle trade valuations, ticket trades, and vehicle pickup and return schedules.
• Track vehicle registrations, license plates, service, and repairs; coordinate with Transportation and the DMV to maintain current registrations.
• Maintain the toll authority account and monitor available funds.
• Prepare vendor contracts, statements of work, invoices, and payment requests, coordinating legal review as needed.
• Prepare and submit expenses and outstanding invoice information for monthly accruals.
• Assist with hiring-event paperwork and HR documentation and processing for full-time and part-time employees.
• Request permits for ADA carts and help ensure event operations follow established Americans with Disabilities Act (ADA) guidelines.
• Serve as the workers' compensation liaison.
• Coordinate show car appearances and special vehicle and transportation moves.
• Assist the Director with the annual operating budget and prepare supporting documentation for smaller-event billbacks.
• Partner with the Tours Manager to develop the annual modified tour schedule.
• Participate in employee training sessions and travel regionally as needed.
• Perform other duties as assigned.

What You'll Bring

• A bachelor's degree in sport management, event management, or a related field.
• One to two years of related experience and/or training, or an equivalent combination of education and experience.
• Event management experience, preferably within the sports industry.
• Demonstrated employee supervision experience, preferably with event-day staff.
• Proficiency with Microsoft applications and web-based programs.
• Strong verbal, written, and listening skills, including the ability to prepare reports and correspondence, interpret operating procedures, and communicate effectively with guests, vendors, volunteers, and employees.
• Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Sound judgment, problem-solving skills, and attention to detail.
• Basic mathematical skills to support payroll, expense tracking, invoices, and budget activities.
• A commitment to customer service, professional conduct, and representing Daytona International Speedway positively.

Schedule and Physical Requirements

• Availability to work flexible hours, including evenings, weekends, holidays, and occasional extended shifts.
• Ability to travel regionally as needed.
• Ability to work outdoors in all weather conditions and stand and walk for extended periods during events.
• Ability to perform duties involving sitting, reaching, handling equipment, climbing, balancing, stooping, kneeling, crouching, and crawling.
• Ability to frequently lift and/or move more than 50 pounds.
• Vision sufficient