NXT Team Coordinator Job Indianapolis Indiana USA,Administrative/Clerical

Location: Indianapolis

Overview

Juncos Hollinger Racing is seeking a dedicated and skilled NXT Team Coordinator to join our team!

Responsibilities

Reports to:

NXT Team Manager

The INDY NXT Team Coordinator organizes and assists with all travel logistics for the INDY NXT team, including drivers, engineers, support staff, and contractors. This position ensures that the team’s personnel and equipment are transported efficiently and cost‑effectively to the various race and test locations. The role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks under tight deadlines.

Responsibilities:

Travel Planning and Coordination

Itinerary Management:
Plan and organize travel itineraries for team members, drivers and support staff, including flights, accommodations, ground transportation, and visas if necessary.
Booking Arrangements:
Coordinate flight bookings, hotel reservations, and car rentals, ensuring all travel arrangements align with team schedules and budgetary guidelines.
Travel Documentation:
Ensure all travel documentation, such as passports, visas, and travel insurance, are up to date and compliant with international travel regulations.
Customize travel arrangements for different team members, accommodating special requests, last‑minute changes, and personal preferences while adhering to the team’s travel policies and budget.

Logistics Management

Transport Logistics:
Arrange transportation to and from airports, hotels, racetracks, and other venues during race weekends, testing or special events.
Team Equipment:
Coordinate logistics for transporting team equipment, ensuring timely delivery and adherence to customs regulations.

Visa and Passport Management

Ensure all team members have the necessary visas and travel documentation for each race, especially for international events.
Manage visa applications, renewals, and any other legal travel documentation, ensuring compliance with the rules of each country visited.

Race/Test Specific Responsibilities

Driver Scheduling
Assist with driver coordination on race weekends.
Organize all meals (delivery, pickup) required at the track.
Attend INDY NXT team manager meetings if required by Team Manager.
Organize all drug tests, hard cards and other administrative tasks for the team.
Organize all drug tests, medical exams, licensing for drivers.
Organize the application and licensing for the team entry each season.
Assist with credentialing of guests and sponsors, including being the point of contact with INDY NXT series personnel.
Attend the media and content days with all drivers.

Budget Oversight

Budget Planning:
Work within assigned travel budgets, tracking expenses related to flights, accommodations, transportation, and per diem allocations for team members and drivers.
Cost Optimization:
Identify cost‑saving opportunities, negotiate rates with travel vendors, and reconcile travel expenses against budget allocations.

Emergency Support

Emergency Response:
Provide support and assistance during travel emergencies, flight delays, cancellations, or unforeseen incidents affecting travel plans.
Crisis Management:
Develop contingency plans and protocols to address travel disruptions and ensure minimal impact on team operations.

Communication

Team Liaison:
Serve as the main point of contact for travel‑related inquiries within the team.
Schedule Coordination:
Coordinate travel schedules with race schedules, team meetings, promotional events, and sponsor commitments to optimize team efficiency and productivity.
Transparency:
Keep team members informed and motivated through internal emails and meetings, ensuring that all staff members are aligned with the team’s goals and strategies.

Social Media

Assist with capturing content for Social Media channels (media briefings, on‑track activity, team/driver interactions).
Assist with managing the contractual obligations with sponsors, series and drivers.

Compliance and Regulation

Travel Policies:
Ensure adherence to team travel policies, guidelines, and procedures, including compliance with Indy Car regulations and travel safety standards.
Health and Safety:
Stay informed about health advisories, travel restrictions, and safety…


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