Coordinator, Event Operations

The Event Operations Coordinator plays a key role in the planning, coordination, and execution of event operations to ensure the successful delivery of race weekends and non-race events. This position partners closely with Event Operations leadership, internal departments, contractors, and vendors to coordinate event logistics, facility readiness, and operational support. The coordinator manages contracted services, inventories, facility tours, site visits, inspections, and event records, and assists with setups, security requests, and emergency response. The role requires a flexible schedule including evenings, weekends, and holidays.

Responsibilities

• Coordinate, schedule, and manage contracted services for race weekends and other facility events.
• Manage department inventories and coordinate materials required for event operations.
• Assist with facility tours for prospective clients and event organizers.
• Conduct and coordinate facility site visits, scheduling appropriate staff support as needed.
• Facilitate pre-event and post-event facility inspections, document findings, and maintain event records.
• Coordinate electrical and rental orders for booked events.
• Assist with room setups, event setup, teardown, and venue conversions as needed.
• Coordinate security requests and escort arrangements for VIPs, dignitaries, and special guests.
• Assist with the preparation and ongoing updates of Event Operations Plans (EOPs) for race weekends and special events.
• Serve as a resource for event clients by addressing operational questions and helping resolve event-related issues.
• Maintain regular follow-up with existing customer base to ensure service levels and secure referrals.
• Prepare billing settlements and track invoice payments.
• Assist with emergency response activities related to facility operations.
• Test repaired equipment to verify proper operation.
• Requisition parts and supplies with leadership approval.
• Maintain accurate records and operational documentation.
• Perform routine housekeeping to ensure a clean, safe, and professional facility.
• Assist with event and/or track preparation, maintenance, and restoration activities, as needed.
• Promote and maintain compliance with all health, safety, and environmental policies.
• Verify that assigned Event Operations staff complete required safety inspections and that all safety measures are in place prior to events.
• Support the continuous improvement of departmental procedures to enhance operational efficiency.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent combination of education and experience required.
• Must possess valid driver's license in good standing and meet clean driving record criteria.
• Strong organizational and time management skills with the ability to prioritize multiple projects in a fast-paced environment.
• Ability to adapt to changing priorities and effectively manage unexpected situations.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and other standard business software.
• Strong verbal, written, and interpersonal communication skills.
• Ability to establish and maintain positive working relationships with employees, contractors, vendors, clients, and facility users.

Nice to have

• Experience in event operations, venue management, facilities, or sports and entertainment operations is preferred.