Administrative Coordinator

Description

Position Summary

Lucas Oil Speedway is seeking a dependable, organized, and adaptable Administrative Coordinator to support the day-to-day operations of our speedway office. This position will serve as a key point of contact for guests, customers, vendors, and team members while assisting with a wide range of administrative, customer service, ticketing, and event-support responsibilities.

The ideal candidate will be a fast learner who is comfortable handling changing priorities and taking on a variety of tasks. This is a hands-on role for someone who enjoys helping people, solving problems, and contributing wherever needed—in many ways, the “Swiss Army knife” of the Lucas Oil Speedway team.

Schedule

· Off-season: Monday through Friday

· Racing season: Tuesday through Saturday

· Approximately 30–35 hours per week

· Schedule may vary based on events, customer needs, and business operations

· Additional flexibility may be required during race events and peak periods

Essential Duties and Responsibilities

· Answer incoming phone calls in a professional and courteous manner.

· Provide basic information to guests, customers, and callers.

· Direct questions and requests to the appropriate team member or department.

· Provide general customer service and guest support before and during events.

· Accept, organize, and distribute packages, mail, and deliveries.

· Assist the team with maintaining and updating ticketing information through ticketing platform.

· Assist customers with ticketing questions, concerns, and basic troubleshooting.

· Learn and utilize the speedway’s online camping reservation platform.

· Assist customers with camping reservation questions, booking issues, and account-related concerns.

· Help maintain accurate and up-to-date reservation and customer information.

· Keep the office’s outgoing phone message current with relevant information.

· Provide administrative support to the General Manager and other members of the Lucas Oil Speedway team.

· Assist with general office organization, filing, data entry, and document preparation.

· Support guest services and general team operations during events.

· Help answer questions and resolve routine customer concerns or refer them to the appropriate person.

· Assist with other duties and special projects as needed.

Working Environment

This position is primarily based in the Lucas Oil Speedway office and includes regular interaction with customers, guests, vendors, and team members. The role may involve working in a busy event environment and supporting operations during race days and other speedway activities.

Lucas Oil Speedway is an equal opportunity employer.

Requirements

Required Qualifications

· Proficiency with Microsoft 365, particularly:

o Microsoft Excel

o Microsoft Word

o Microsoft PowerPoint

· Strong communication and customer service skills.

· Ability to learn new software platforms and procedures quickly.

· Strong organizational skills and attention to detail.

· Ability to manage multiple tasks and changing priorities.

· Dependable, professional, and friendly demeanor.

· Ability to work independently while also being an effective member of a team.

· Ability to maintain confidentiality and handle customer information appropriately.

Preferred Qualifications

· Previous customer service experience.

· Previous administrative or office experience.

· Experience with ticketing systems, reservation platforms, hospitality, event operations, or guest services.

· Experience working in a fast-paced or seasonal environment.

· Familiarity with motorsports or event venues is helpful but not required.

Ideal Candidate

The successful candidate will be someone who:

· Enjoys helping people and providing excellent customer service.

· Remains calm, patient, and professional when handling questions or problems.

· Is flexible and willing to assist with a broad range of responsibilities.

· Takes initiative and looks for ways to support the team.

· Can adapt quickly to changing needs, especially during race events.

· Is comfortable learning new technology and procedures.

· Represents Lucas Oil Speedway in a positive and professional manner.