Job Description

POSITION TITLE: Event Personnel Coordinator

DEPARTMENT: Guest Experience

REPORTS TO: Sr. Manager, Event Personnel

POSITION LOCATION: Indianapolis

FLSA STATUS: Exempt

WORKER CATEGORY: Full-Time

APPLICATION PROCESS:              

_PLEASE NOTE, OUR COMPANY WILL BE CLOSED IN OBSERVANCE OF THE HOLIDAYS FROM CHRISTMAS EVE AND WILL REOPEN ON MONDAY, JANUARY 4, 2021. WE WILL BEGIN REACHING OUT TO CANDIDATES FOR INTERVIEWS AFTER OUR REOPENING DATE.    _

COMPANY SUMMARY: 

The INDIANAPOLIS MOTOR SPEEDWAY is the worldwide leader in motorsports entertainment and the largest spectator sporting facility in the world. However, we are also about people. A talented staff with diverse skills that are used to the fullest in order to stage the world's great motor racing events. Employees at IMS are challenged daily to excel in an environment featuring a pace that matches the high speed of the machines that race at our famous facility. Working for us is a demanding, yet rewarding, endeavor for dedicated professionals who want to reach their ultimate potential amid the excitement, tradition and pageantry of the World’s Greatest Race Course.

POSITION SUMMARY:

The Event Personnel Coordinator will assist in the coordination, recruiting, hiring, training, and management of Guest Experience Event Staff and Safety Patrol personnel for all major events at the Indianapolis Motor Speedway.  The Coordinator will carry out administrative and operational tasks involving event staff planning and event execution.  

SPECIFIC DUTIES:              

• Coordinate the overall event staffing plan and work with all relevant staffing sources of major events

• Manage the scheduling assignments of all safety patrol employees and execute the communication to all Safety Patrol regarding their work schedules 

• Assist in the preparation and execution of a comprehensive employee and workforce training program

• Provide direct engagement and leadership to seasonal workforce supervisors during event planning and event execution

• Assist in the execution of operational plans during event days and problem solve issues in real time

• Prepare and analyze event staffing metrics post event and prepare summaries regarding employee show rates and other key data to aid in future planning 

• Work with Sr. Manager of Event Personnel to research, test, and implement new scheduling software for Safety Patrol employees

• Assist Sr. Manager of Event Personnel with the management of Safety Patrol culture and employee welfare initiatives

• Assist Sr. Manager of Event Personnel with maintaining quality control metrics of event staff during event execution

• Manage the Employee Campground application process and space assignments

• Assist with the planning and execution of all Safety Patrol employee days including Appreciation Day, Hiring Day, Recruitment Day, trainings, and other special events

• Organize and summarize employee post-season surveys and after-action items for improvement

• Assist with the coordination of third-party staffing and scheduling

• Assist in resolution and communication of customer service-related issues and concerns

• Provide administrative support for all IMS Guest Experience department activities

• Assist with new employee recruitment programs during offseason months

• Attend job fairs and promote employment opportunities through various media outlets

• Assist with the processing and administration of all Human Resource and hiring activities

• Maintain enthusiasm for and commitment to Penske Entertainment Corporation 

• Other duties as assigned by the supervisor(s).

QUALIFICATIONS:

_ _

_Supervisory Responsibilities _

• This position will supervise 1 part-time intern from January through June
• This position will assist with the management of all Guest Experience seasonal and part-time staff throughout the event season

_Education _

• College degree required
• Degree in Sports/Event Management, Operations Management or Organizational Leadership preferred

_Skills / Experience _

• 1 – 3 years of relevant experience
• Excellent customer service skills
• Ability to work under pressure to solve guest and staffing issues 
• Experience with managing seasonal staff preferred
• Quick learner who can pick up on best practices and protocols
• Ability to learn and utilize new technologies quickly and effectively
• Demonstrate patience and understanding while communicating with and training event staff
• High integrity and confidentiality. 
• Effective interpersonal skills and the ability to work with a diverse group of event staff 
• Effective leadership and communication skills. 
• Critical thinking and problem-solving skills. _ _

Travel / Work Hours

• No travel. 
• Required ability to work long hours, evenings, weekends & holidays throughout event season. 
• Other dates as determined appropriate

PHYSICAL DEMANDS:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Physical demands consist primarily of standing and walking, sometimes for long hours
• Must be able to see and hear in the normal range with or without correction and communicate verbally and in written form with great facility and must be able to be understood.
• Must have the stamina to work long hours and must be willing to work an irregular schedule, which may include weekends or evenings. 
• Work outdoors requires physical strength and stamina to endure extreme heat, cold, rain and other conditions.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Employee is faced with frequent interruptions and must work in close proximity to others. 
• The noise level in the work environment can be loud, due to professional racing events.

COMPANY BENEFITS: 

Full-time employees enjoy a very competitive benefit package. Benefits include: Medical (including tax-advantaged Health Savings Account), Dental, Vision, 401(k) with 100% company match up to 5%, Paid Vacation, Personal & Sick Days, 10 Paid Holidays, Company Paid Life Insurance, Short-Term & Long-Term Disability, Paid Maternity / Paternity Leave, On-site Workout Facility, and more.

EQUAL OPPORTUNITY EMPLOYER:

Penske Entertainment provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws. The Company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities and/or events.