GSMR Special Events Coordinator

Job Summary

Required Qualifications

• •Valid Driver License required with the ability to pass a DMV check
• •Must be able to lift, carry, push, or move up to 50 lbs
• •Must be able to ride, stand, walk, bend, climb, and move comfortably throughout a moving train and event environment
• •Must possess strong organizational skills and the ability to multi-task, prioritize workload, meet deadlines, and maintain accurate records while using a practical, flexible, and innovative approach to work
• •Ability to communicate successfully with a variety of personalities and function effectively both independently and as a member of a team
• •Must demonstrate initiative and a willingness to continually develop new technical, operational, leadership, and event-management skills
• •Must be able to pass a background check
• •Ability to communicate effectively in both written and spoken English
• •Ability to provide clear direction, coaching, and feedback to employees and event personnel
• •Must be available for extended and irregular hours including early mornings, evenings, nights, weekends, and work surrounding major U.S. holidays
• •Position requires increased availability during major GSMR events, licensed events, holiday operations, and peak operating periods
• •Must be able to work on and off the train in varied terrain and weather conditions during both daylight and nighttime hours
• •Must be able to work in an environment that may include strobe lights, darkness, enclosed spaces, theatrical effects, loud music, sound effects, and amplified audio
• •Must be able to work throughout GSMR property, onboard moving trains, in event spaces, backstage areas, warehouses, offices, and outdoor locations where uneven surfaces and extreme weather conditions may exist
• •Must be able to respond to changing operational conditions, guest concerns, staffing issues, equipment problems, or other unexpected situations during live events
• •Must be able to operate within established authority levels
• •Must be able to work as one of two equally responsible Special Events Coordinators
• •Must be able to make timely operational decisions during active events when necessary to protect safety, guest experience, event quality, and continuity of operations
• •Must be able to coordinate daily event setup, opening procedures, live operations, closing procedures, breakdown, and post-event cleanup
• •Must be able to develop and maintain event timelines, run-of-show documents, staffing plans, setup plans, checklists, operating procedures, supply lists, and other event-specific documentation
• •Must be able to work across GSMR departments to ensure events meet company goals, operational requirements, brand standards, safety expectations, and guest-service standards
• •Must be able to provide hands-on assistance and guidance to employees, colleagues, performers, vendors, passengers, and members of the public as required
• •Must be able to assist with recruiting, interviewing, onboarding, training, and development of Special Events employees and seasonal event personnel
• •Must be able to provide direct employee coaching, task delegation, performance feedback, and day-to-day accountability during event operations
• •Must be able to act as a department representative for applicable safety meetings and work with the Safety Department to ensure company policies, procedures, and safety requirements are followed
• •Must be able to identify and report safety concerns, operational hazards, equipment concerns, and unsafe practices and assist with implementing corrective measures
• •Must be able to maintain knowledge of emergency procedures, event-specific safety plans, evacuation procedures, and applicable operating protocols
• •Must be able to assist with post-event evaluations and document operational concerns, successes, guest feedback, lessons learned, and recommended improvements
• •Must be able to continuously identify opportunities to improve event operations, staffing efficiency, entertainment quality, guest experience, revenue opportunities, and overall event execution
• •Must be able to manage day-to-day employee timekeeping responsibilities including reviewing timecards, attendance records, missed punches, timekeeping discrepancies, and payroll-related reporting
• •Must be able to prepare payroll corrections, timekeeping reports, and supporting documentation as required for management or Human Resources review
• •Must be able to compile and prepare draft contracts, vendor agreements, performer agreements, proposals, scopes of work, and other supporting documentation
• •Must be able to monitor event-related expenditures and identify potential budget concerns, cost-saving opportunities, and operational efficiencies
• •Must be able to research products, equipment, supplies, uniforms, decorations, props, technology, and other materials needed for Special Events and charter operations
• •Must be able to maintain inventory of event supplies, costumes, uniforms, props, decorations, technical equipment, and other Special Events assets
• •Must be able to be responsible for the proper organization, storage, cleaning, maintenance, and upkeep of Special Events materials and equipment
• •Must be able to coordinate or complete laundry services including in-house and off-property cleaning as required
• •Must be able to maintain working knowledge of audio systems, sound boards, microphones, speakers, audio playback equipment, communication equipment, lighting equipment, computers, software platforms, and other technology used during Special Events and charter operations
• •Must be able to assist with the setup, testing, operation, troubleshooting, maintenance, and proper storage of Special Events technical equipment
• •Must maintain working knowledge of Great Smoky Mountains Railroad policies and procedures
• •Must be able to communicate directly with charter clients to identify passenger counts, schedules, food and beverage requirements, entertainment needs, equipment requirements, special requests, and other event details
• •Must be able to compile and prepare charter proposals, pricing information, timelines, contracts, menus, and supporting documentation for management review and approval
• •Must be able to enter and maintain all car charter reservation requests within the applicable reservation system, deposits, final payments, passenger adjustments, cancellations, re-bookings, and other charter-related reservation information
• •Must be able to maintain GSMR's charter contact lists and client records
• •Must be able to work with participating departments to ensure charter expectations and operational requirements are properly communicated and executed
• •Must be able to assist in developing new charter products, packages, pricing structures, and guest experiences for management consideration
• •Must be able to plan, coordinate, lead GSMR licensed events, branded experiences, holiday excursions, novelty train rides, entertainment programs, and other assigned special events
• •Must be able to make reasonable in-event operational decisions necessary to correct issues, maintain event continuity, address staffing needs, protect the guest experience, respond to changing conditions, and support safe event operations
• •Must be able to assist with the setup, testing, operation, troubleshooting, maintenance, and proper storage of Special Events technical equipment
• •Must be able to maintain working knowledge of MacOS, Microsoft Windows, and Microsoft 365 Suite

Desired Qualifications

• •Bachelor's Degree in Hospitality & Tourism Management, Event Management, Marketing, Business Administration, Entertainment Management, or another related field
• •Previous experience in special events, hospitality, entertainment, attractions, tourism, live production, charter services, or a related field
• •Experience supervising, scheduling, training, or leading employees
• •Experience with theatrical shows or live entertainment production, including casting, performance management, writing, audio, lighting, choreography, or backstage operations