GSMR Special Events Coordinator

American Heritage Companies; Bryson City (NC); On-site; USD 22,041 - 26,174; Part time

Job summary

American Heritage Companies is seeking a Special Events Coordinator in Bryson City, NC to oversee holiday-themed train excursions. This seasonal role requires excellent leadership and organizational skills, along with a passion for customer service.

The position involves collaborating across departments, supervising events, and ensuring a fun and safe atmosphere. Applicants should have a Bachelor’s degree in a related field and experience in live entertainment is a plus.

Qualifications

• Ability to lift up to 50 lbs.
• Must possess organizational skills with the ability to multitask.
• Experience with theatrical shows preferred.

Responsibilities

• Oversee GSMR’s licensed holiday train excursions.
• Ensure event goals are met across departments.
• Recruit, train, hire, and schedule employees for the department.

Skills

Customer service

Organizational skills

Communication

Teamwork

Multitasking

Problem-solving

Education

Bachelor’s Degree in Hospitality & Tourism Management, Marketing, Business Administration

Tools

Microsoft 365 Suite

MacOS

Job description

Job Details

• Job Location: BRYSON CITY, NC 28713
• Position Type: Seasonal
• Salary Range: $16.00 - $19.00 per hour
• Division/Department: Special Events
• Reports To: Special Events & Entertainment Manager
• Employee Classification: Seasonal

Job Summary

The Special Events Coordinator works to oversee GSMR’s licensed, branded, holiday, novelty train excursions and coordinate outside charters.

Essential Duties and Responsibilities

• Responsible for inventory of all event supplies on a weekly/monthly basis
• During events, work across departments to ensure the event meets the overall goals of GSMR and the Special Events Department
• Act as the department representative for all safety committee meetings. Work with safety department to ensure that all company policies and safety parameters are followed
• Collaborate with Special Events & Entertainment Manager and human resources to recruit, train, hire, schedule and maintain employees for the department
• Provide proper event supervision concurrent with goals of Special Events and Entertainment Manager and Special Events department
• Lead a team of special events actors, ensuring effective leadership, delegation of tasks and camaraderie within team
• Assist Special Events Manager with daily event set‑up and managing day‑to‑day operations
• Provide hands‑on assistance/guidance with employees, colleagues, the public and passengers
• Organization and coordination of event‑specific materials
• Responsible for completing laundry services, including in‑house cleaning or off‑property cleaning
• Responsible for maintaining all uniforms that are used/issued for the event
• Write and negotiate contracts setting appropriate deadlines with internal or external clients
• Actively seek out opportunities for specialty packages to increase company sales from various charters, weddings, etc.
• Enter and maintain all car charter reservation requests in reservations system
• Enter deposits, final payments, and maintain passenger adjustments, cancellations, re‑bookings, etc.
• Provide Charter information and menu to the appropriate departments and details on a timely and organized basis
• Maintain GSMR’s charter contact list
• Maintain complete and accurate records for charters
• Knowledgeable with Great Smoky Mountains Railroad’s policies and procedures
• Knowledgeable with Special Events Department’s Standard Operating Procedures and protocols to include core pillars, position specific procedures and event protocols
• Other duties as requested by GSMR & AHR management

Work Environment

• Work on and off the train in varied terrain in all weather during both daylight and dark hours during event operations
• Varied schedule throughout the year dictated by train, private charters and event schedules
• Extended and irregular hours including evenings, nights, around major U.S. holidays and weekend work required
• Work environment may include strobe lights, darkness, enclosed spaces, loud music, and sound effects
• Time spent around the property and event spaces where uneven surfaces and extreme weather conditions may exist

Qualifications

• Bachelor’s Degree in Hospitality & Tourism Management, Marketing, Business Administration, or any other related field is preferred
• Advanced knowledge of MacOS, Microsoft OS and Microsoft 365 Suite
• Experience with theatrical shows, specifically prior work in live entertainment production, casting, writing, and choreography is a plus
• This is a public facing role with direct customer service and hospitality
• Ability to communicate effectively in both written and spoken English
• Ability to lift up to 50 lbs
• Must be able to ride and walk/move comfortably throughout a moving train
• Must possess organizational skills with the ability to multitask while prioritizing workload with a practical, flexible, and innovative approach to work
• Ability to communicate successfully with a variety of personalities and function effectively as a member of a team
• Must be able to pass a background check
• Valid driver's license required with the ability to pass a DMV check