Office Coordinator Event Staff - Chicagoland Speedway

We're seeking a highly organized and detail-oriented Office Coordinator. This is a seasonal, in-office position based in Joliet, IL. As the Office Coordinator, you'll be a key player in ensuring the smooth office and administrative operations, working closely with the General Manager and Director of Facility Operations. This position is ideal for an energetic professional who doesn't mind wearing multiple hats, is experienced in handling a wide range of administrative, operational, and executive support-related tasks, able to problem-solve and work independently.

Responsibilities:

• Coordinate with the corporate legal department on the development of all legal documents with partners, vendors, track rentals, service providers, etc.;

• Provide administrative support for Chicagoland Speedway leadership team, including answering phones, coordination of daily calendars, expense reports, travel itineraries, credential requests, etc.;

• Maintain clear and professional communication with internal teams and vendors, ensuring everyone is informed and aligned;

• Maintain a cool and collected demeanor under pressure, effectively assisting in managing any high-stakes situations that may occur;

• Oversee the guest list, distribute invitations, passes and serve as host inside the Chicagoland Speedway suite during events;

• Manage the procurement and distribution of staff/event apparel;

• Uphold a strict level of confidentiality;

• Process incoming and outgoing mail/packages, shipping and receiving;

• Coordinate with IT department on all office equipment and assist with telecom and network issues and maintain inventory logs;

• Monitor and maintain office supply and breakroom inventory;

• Organize office operations and procedures;

• Other duties as assigned.

Qualifications:

• Strong communication, interpersonal, and collaboration skills.

• Exceptional time management and organizational abilities, with a proven track record of managing multiple priorities and deadlines.

• Ability to remain calm and professional in high-pressure situations.

• A proactive and solution-oriented approach to problem-solving.

• Exceptional proficiency in Excel and Google Sheets, with experience in creating and managing complex spreadsheets, budgets, and schedules.

• Meticulous attention to detail.