Event Coordinator​/Office Administrator

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Position Summary

The Event Coordinator/Office Administrator is responsible for planning, organizing, and overseeing events at our Savannah office and within the entertainment rail car, ensuring each event is executed flawlessly and adheres to company standards. The individual will serve as the primary point of contact for event scheduling and management, with full responsibility for events utilizing our upscale dining rail car. This role requires close collaboration with internal stakeholders and external partners to ensure flawless execution.

In addition to event coordination responsibilities, this role also encompasses office administration tasks. These include managing incoming and outgoing mail, preparing and submitting expense reports, and scheduling on-site resources to support daily operations. The individual will ensure that administrative processes run efficiently while maintaining a high standard of organization and accuracy.

Essential Responsibilities

• Rail Car Event Coordination: Serve as the primary point of contact for scheduling all events involving the rail car by working with the Commercial, Marketing, Customer, and other Company Administrators. Maintain and update the weekly rail car usage schedule and provide it to relevant leaders and stakeholders. Work closely with the SIT General Manager to understand and manage the timing requirements for rail car scheduling and operations.
  
  Ensure coordination between rail schedules and aviation schedules for events traveling to/from Savannah. Communicate event schedules and logistics with stakeholders, including leaders, event staff, and external vendors.
• Vendor & Catering Coordination: Collaborate with caterers to arrange food and beverage services on the train for events. Coordinate various event vendors including ordering supplies, décor, seating arrangements, and other necessary materials. Ensure vendors deliver the required items in a timely and organized manner.
• Event Hosting: Serve as the main event host, ensuring that each event runs smoothly and that all guests and participants have a positive experience. Provide excellent customer service and ensure all logistics are managed on-site during events.
• Administrative Support: Manage office tasks such as scheduling, handling mail, and assisting with administrative needs. Process expenses and ensure timely submission for reimbursement. Provide general office support to maintain efficient operations including copying and working with Marketing to gain marketing material for the rail car.
• Supervisory Responsibilities: None.

Required Qualifications , Knowledge, Skills, and Abilities

• Proven experience in event coordination, hospitality, or a related field.
• Strong organizational and communication skills, with the ability to manage multiple tasks and priorities.
• Ability to work independently and as part of a team.
• Comfortable hosting and managing events in a professional manner.
• Basic office administrative skills, including proficiency with Microsoft Office (Word, Excel, Outlook).
• Willingness to travel for event support when necessary.
• Ability to work flexible hours, including evenings or weekends, depending on event schedules.

Required Certifications and Licenses

• None.

Preferred Qualifications , Knowledge, Skills, and Abilities

• Knowledge of Amtrak rail scheduling and aviation logistics is a plus.
• Experience in vendor management and catering coordination is preferred.
• Prefer 3+ years of experience.

Preferred Certifications and Licenses

• None.

Work Environment

Work in a climate-controlled office and routinely use standard office equipment. Flexibility in work schedule that may occasionally require after hours/evenings/weekends for ad hoc events.

Travel

May be required related to events.

Physical Requirements

Remain in a seated position 20%;
Speak and hear clearly 90%;
Lift office products and supplies, up to 20 lbs. 65%;
Stoop, kneel, bend and reach 90%;
Dexterity to write and manipulate keyboard and mouse 75%.

Seniority Level

Mid-Senior level

Employment type

Full-time

Job function

Management and Manufacturing

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