Coordinator, Event Operations

Primary Responsibilities

• Assist the Guest Services team during major events—most notably NASCAR weekend—while also managing track rentals, special events, and related client needs.
• Manage client accounts and support the Director with daily tasks, including tracking rentals and special events.
• Serve as the primary point of contact to ensure timely communication, contract fulfillment, renewals, upsells, and seamless execution from agreement drafting through event completion.
• Proactively sell and lease track time by identifying new business opportunities, negotiating agreements, and maintaining a pipeline of prospects.
• Maintain and monitor outstanding issues related to client accounts, track rentals, or events.
• Identify operational efficiencies and opportunities to enhance revenue and improve the guest experience.
• Research, evaluate, and contract third-party vendors as needed to support major events and track rentals.
• Serve as the primary liaison with Levy Catering regarding menus, event setup, and execution.
• Prepare and distribute internal communications and post-event summaries to HMS stakeholders, capturing feedback and documenting any issues.
• Cookout Guest Services support for major events, including outreach, scheduling, and onboarding of volunteer groups, employee check-in, and ensuring all credentialed staff and volunteers are prepared to deliver exceptional guest experiences.
• Contribute as a collaborative team member, assisting colleagues as needed.

Required Skills / Experience

• Bachelor’s degree from a four-year college or university with 2 years of post-graduate professional experience.
• Minimum two years’ experience in motorsports, sales, scheduling, logistics, or a related field.
• Strong communication, negotiation, and relationship-building skills.
• Ability to manage multiple client accounts, drive renewals, and identify upsell opportunities.
• Experience in selling or leasing products/services, preferably in a motorsports or event environment.
• Exceptional organizational skills with attention to detail and the ability to manage multiple priorities under pressure.
• Ability to plan, execute, and follow up on events, track rentals, and related operations.
• Proficient in Company-provided hardware and software, email, and Internet usage.
• Must be able to use current Microsoft Operating Systems.
• Must have basic knowledge of Microsoft Office 365.
• Ability to coordinate volunteer groups, manage employee check-in, and ensure credentialed staff and volunteers are prepared for events.
• Excellent interpersonal skills and ability to collaborate effectively in a fast-paced, team-oriented environment.
• High level of attention to detail.
• Strong interpersonal skills and ability to interact professionally with industry members.
• Ability to perform and maintain composure in higher-pressure situations.
• Ability to multitask, set priorities, and meet deadlines.
• Maintain a professional appearance and demeanor.