GSMR Special Events Coordinator

Location: Bryson City

Division/Department:
Special Events

Job Title:

Special Events Coordinator

Reports To:

Special Events & Entertainment Manager Type of position:
Non-Exempt / Hourly Employee Classification:
Seasonal

Location:

Bryson City, NC Compensation: $16-19 per hour

Job Summary:

The Special Events Coordinator works to oversee GSMR’s licensed, branded, holiday, novelty train excursions and coordinating outside charters.

Essential Duties and Responsibilities:

Responsible for inventory of all event supplies on a weekly/monthly basis

During events, work across departments to ensure the event meets the overall goals of GSMR and Special Events Department.

Act as the department representative for all safety committee meetings. Work with safety department to ensure that all company policies and safety parameters are followed.

Collaborate with Special Events & Entertainment Manager and human resources to recruit, train, hire, schedule and maintain employees for the department.

Provides proper event supervision concurrent with goals of Special Events and Entertainment Manager and special events department.

Lead a team of special events actors, ensuring effective leadership, delegation of tasks and camaraderie within team.

Assists Special Event Manager with daily event set-up and managing day-to-day operations.

Provide hands-on assistance/guidance with employees, colleagues, the public and passengers.

Organization and coordination of event-specific materials.

Responsible for completing laundry services, including in-house cleaning or off property cleaning.

Responsible for maintaining all uniforms that are used/issued for the event.

Write and negotiate contracts setting appropriate deadlines with internal or external clients.

Actively seek out opportunities for specialty packages to increase company sales from various charters, weddings, etc.

Enter and maintain all car charter reservation requests in reservations system.

Enters deposits, final payments, and maintains passenger adjustments, cancellations, re-bookings, etc.

Provide Charter information and menu to the appropriate departments and details on a timely and organized basis.

Maintain GSMR’s charter contact list.

Maintains complete and accurate records for charters.

Knowledgeable with Great Smoky Mountains Railroad’s policies and procedures.

Knowledgeable with Special Events Department’s Standard Operating Procedures and protocols to include core pillars, position specific procedures and event protocols.

Other duties as requested by GSMR & AHR management.

Work Environment:

Work on and off the train in varied terrain in all weather during both daylight and dark hours during event operations.

Varied schedule throughout the year dictated by train, private charters and event schedules.

Extended and irregular hours including evenings, nights, around major US Holidays and weekend work required.

Work environment may include strobe lights, darkness, enclosed spaces, loud music, and sound effects.

Time spent around the property and event spaces where uneven surfaces and extreme weather conditions may exist.

Education, Skill, and Work Experience Requirements:

Bachelor’s Degree in Hospitality & Tourism Management, Marketing, Business Administration, or any other related field is preferred.

Advanced knowledge of MacOS, Microsoft OS and Microsoft 365 Suite.

Experience with theatrical shows, specifically prior work in live entertainment production, casting, writing, and choreography is a plus.

This is a public facing role with direct customer service and hospitality.

Ability to communicate effectively in both written and spoken English.

Ability to lift up to 50 lbs.

Must be able to ride and walk/move comfortably throughout a moving train.

Must possess organizational skills with the ability to multitask while prioritizing workload with a practical, flexible, and innovative approach to work.

Ability to communicate successfully with a variety of personalities and function effectively as a member of a team.

Must be able to pass a background check.

Valid driver's license required with the ability to pass a DMV check.
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