GSMR Special Events Coordinator

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.

Salary : $16 - $19