Marketing Event and Travel - Operations & Logistics Coordinator - Jackson Marketing Group

Your future coworkers need to be told where to go and how to get there! That's right. Jackson is looking for an organized and resourceful individual to research, book and coordinate travel for our team members who bounce around the country throughout the year. This role is often fast-paced and also includes supporting both client and internal events. If you like being the one that's on top of the details and in the know, this job is for you. We hope you'll apply to work with our fantastic team.

THIS IS NOT A WAREHOUSE POSITION!

The Operations and Logistics Coordinator (OLC) is primarily responsible for providing support to the Motorsports Logistics Director and overall Motorsports Marketing team in the day-to-day coordination of logistics on multiple internal/external events to include travel needs as well as general event coordination. The OLC also assists in supporting the Motorsports Executive team and Account Services team on an as needed basis.

General Purpose: Internal support and coordination of travel and logistics for each event.

Essential Functions:

• Research travel and entertainment related options to assure best pricing and value with consideration to value added concessions (wifi, parking, breakfast, resort fees, etc...) and use information to make decisions on behalf of client and agency based on best overall option for client, budget, and event schedule
• Book travel for events, including transportation, hotel negotiations/contracts and communications with vendors and Jackson Associates. Update arrangements as needed, communicating changes with all internal and external impacted parties.
• Input and maintain travel and event information in Jackson's systems to assure accurate, centralized information, and cross-referencing systems for consistency. This includes manpower schedules, calendars, and other systems as necessary.
• Coordinate directly with Account and Program teams for manpower and travel needs, per the Director's instruction. Proactively providing information on schedules and/or potential challenges.
• Assist in coordinating and managing event logistics by researching vendors, venues, catering, rentals, and other details as requested
• Help with event fulfillment, preparing items such as binders, gifts, and name badges
• Interact with all departments within Jackson keeping Motorsports Marketing teams informed and moving forward through timely and accurate communication.
• Provide efficient and effective travel and event communications. Consistently check and reply to voicemail, e-mail, texts, etc., to stay current with all travel and event communications, including after hour emergency travel and event support.
• Assist in setting up internal client meetings, as requested
• Assist in planning and managing internal Jackson holiday and associate events, as assigned
• Update Excel spreadsheets and other departmental documents accurately and proactively. Provide receipts in a timely manner to accounting for all event/travel purchases on
• Provide administrative support making copies, handle shipping requests, and assisting with document preparation
• Exhibit a strong work ethic by finalizing all tasks prior to each event and while on site at an event
• Communicate effectively and consistently with associates, clients, vendors, and staff

Knowledge/Skills/Abilities

Required:

• High School Diploma or GED
• 2+ years administration or other related experience
• Excellent, pro-active interpersonal and communication skills (written and verbal)
• Strong time management, organizational and critical thinking skills
• Inquisitive and detail oriented
• Service oriented mindset
• Able to follow direction and work with minimal supervision
• Resilient in fast-paced, fluid, and stressful situations
• Ability to read and comprehend instructions and correspondence
• Ability to effectively present information in one-on-one and small group situations to clients and other Associates of the organization
• Strong computer skills, including proficiency in MS Outlook, Word, Excel, and PowerPoint
• Ability to problem solve and think critically- using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Proactive, resourceful, quick learner, multi-tasker, strong team player
• Commitment to Company Values

Preferred:

• Bachelor's degree in business, hospitality, or related field
• Software Experience with Cvent and ExhibitForce
• Familiarity and knowledge of contracts for hotels, rental vehicles

Travel:

• Occasional, 10 - 25%
• Travel on as needed basis for additional event support. Schedule of events are not pre-determined; they are determined based on the requirements and dates of the particular event. Jackson does not determine event dates; they are based on client direction.

Supervisory Responsibilities:

• n/a

Physical Demands

While performing the duties of this position, the Associate is occasionally required to move about the office, use computers, phone, video conferencing and other general office equipment. The Associate must occasionally lift up to 20 pounds.

Work Environment

This position is performed on-site at Jackson in a climate-controlled environment. While working off-site for events the associate must also work outside in a non-climate-controlled environment and in the elements at times. The noise level in the work environment is usually moderate.

General sign-off: The Associate is expected to adhere to all company policies.

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.