Coordinator, Guest Services

Daytona International Speedway seeks a Coordinator, Guest Services to support an exceptional guest experience by coordinating nonprofit organization volunteers, event staffing, equipment, transportation, vendor services, and administrative activities for Guest Services and other departments.

Responsibilities

• 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.

Requirements

• 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 to perform assigned duties, including close and distance vision, color and peripheral vision, depth perception, and the ability to adjust focus.