Job Details

Description

POSITION TITLE: Senior Coordinator, Guest Relations

DEPARTMENT: INDYCAR Executive

REPORTS TO: Chief of Staff, INDYCAR

POSITION LOCATION: INDYCAR Offices

FLSA STATUS: Exempt

WORKER CATEGORY: Full-Time

COMPANY SUMMARY:

Penske Entertainment is a leading provider of world-class sports and entertainment. The organization consists of three prominent entities:

• Indianapolis Motor Speedway is the world’s largest spectator sporting facility and annually hosts the world’s most prestigious auto race: the Indianapolis 500 presented by Gainbridge.
• INDYCAR is the Indianapolis-based governing body for North America's premier open-wheel auto racing series, the NTT INDYCAR SERIES, and its developmental series, INDY NXT by Firestone.
• IMS Productions is a multifaceted broadcast and multimedia division that helps bring INDYCAR and IMS events to life for global audiences.

The Penske Entertainment experience is fast-paced, diverse and impactful. Through its business units, the organization reaches audiences on an international scale, focused on delivering exceptional products from start to finish.  Employees of Penske Entertainment are challenged daily in a demanding, yet rewarding environment that is best suited for dedicated professionals who want to reach their ultimate potential amid the excitement, tradition, and pageantry of the World’s Greatest Race Course and our premier open-wheel racing series.

POSITION SUMMARY:

The Senior Coordinator, Guest Relations, is responsible for INDYCAR credentials, managing sanction agreement inventory and serving as a representative between the company and key internal and external customers.  The Sr. Coordinator, Guest Relations along with the seasonal credential team, guarantees successful access to the event and delivers on customer needs.  Responsibilities include travel to all racing events for INDYCAR and working closely with the Indianapolis Motor Speedway Guest relationship team during INDYCAR events held at the venue.

SPECIFIC DUTIES:

Credentials

Serves as the primary point of contact at INDYCAR for participants (officials, teams, drivers, manufacturers, sponsors, and promoters) and other INDYCAR departments on all credentials-related issues.  The priority of the Guest Relations department is service to INDYCAR’s internal/external customers.  As this position is the “point of first contact”, special care must be taken when responding to all credential requests, especially those which will not be fulfilled.

Oversee the INDYCAR credential system:

• Requests of the participants and officials;
• Requirements of the event promoters and agreements
• Directives of the risk management department. 

Oversees the printing, approving and processing of the following INDYCAR credentials:

• Open Test Credentials
• Annual Credentials (“Hard Cards”)
• Indianapolis 500® Mile Race Credentials
• Race Credentials (“Race Modes”)
• Single Event Credentials
• Spotter Credentials
• Special Access Credentials

Through pre and post event correspondence, serves as the primary liaison between each promoter and INDYCAR regarding:

• Consent and Liability Release
• Credentials
• Access (Garage, Pit Lane and Minors)
• Dress Code

Assist in the production and maintenance of credentials policy guidelines/policies/procedures.

Serves as the primary liaison between the Guest Relations department and the brand marketing department regarding production of INDYCAR creative services requirements as they relate to competition:

• Annual Credentials (“Hard Cards”)
• Single Event Credentials

Through independent thought and ownership:

• Identifies credentials-related issues;
• Consults with other departments;
• Proposes potential solutions
• Notifies the participants and event promoters post event reporting
• Detailed accounting of attendance figures
• Review of procedures specific to each venue
• Provides a record of attendance for Partner Strategy, Corporate Business Development and other INDYCAR Members

Sanction Agreement Inventory

• Responsible for all tickets, parking and suite passes for officials, partners and series guests provided in sanction agreements

Driver and Entrant Licensing

Serves as the primary point of contact for drivers and entrants regarding licensing requirements. 

Serves as the secondary liaison with ACCUS-FIA regarding its requirements (fees, international letters of authorization, international competition privileges, etc.).

Officials

Organize meals for officials and related staff at all INDYCAR events.

QUALIFICATIONS:

Supervisory Responsibilities

This position is responsible for supervising seasonal Guest Relations staff.

Education

Bachelor’s degree from an accredited university/college

Skills/Experience

A minimum of one to two years of professional experience in a related function required.

The person who is selected for this position should be a proactive, efficient, flexible, resilient, organized, team player.  Specific skills include:

• Strong organizational and time management skills

• Intermediate to advanced skill in MS-Office Suite, in particular, Excel.

• Demonstrated ability to multi-task and prioritize in a fast-paced environment. Proven ability to handle pressure.
• Effective communication and relationship building skills.
• Highly motivated and resourceful self-starter with a positive attitude.
• Superior customer service skills and service philosophy.
• Ability to work independently and as part of a team.
• Ability to prioritize and follow up on tasks and perform multiple responsibilities efficiently and accurately at the same time.

Travel/Work Hours:

This position requires travel to all race events during the INDYCAR Series racing season as well as occasional additional travel requirements.  Flexibility and adaptability are key skills needed for this role.

PHYSICAL DEMANDS: 

Sometimes require heavy lifting of credential equipment. There is potential for a lot of walking depending on the venue and where key INDYCAR locations are. Sitting or standing for long periods of time also occurs.

WORK ENVIRONMENT: 

There is a constantly changing work environment as each race venue is different. Great adaptability and patience is required.

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.