Horsemen Hospitality Experience Coordinator

Keeneland Association Inc•Lexington, KY

24d

About The Position

This position will report to the Horsemen Relations Manager and focus on Keeneland’s Horsemen and core clientele by providing concentrated efforts related to experience, convenience, and consistency. This role will represent Keeneland as a first impression among our core clients, and will oversee events, hospitality, reservations and corresponding programs in celebration or recognition.

Requirements

Must be available on nights and weekends during peak seasons.
Excellent interpersonal, verbal, and written communication skills.
Organized, solution oriented, and flexible.
Strong work ethic and the ability to make judgement calls in important situations.
Detailed oriented nature to ensure all event components are executed at the highest level.
Self-starting qualities and the desire to problem solve in a fast-paced setting.
The ability to see a project to completion and meet deadlines.
Discretion when working with the high-end Keeneland Sales and Racing clientele.
Strong computer skills including Excel, Word, and Adobe.

Responsibilities

Coordinate race day accommodations for Sales Team Members as well as Stakes and Non-Stakes horsemen including but not limited to dining and ticketing accommodations, parking, and hotel accommodations.
Work with departments within Keeneland to execute horsemen related hospitality.
Assist with ETix training for necessary supporting positions.
Reconcile daily iCard charges to ensure all Horseman billing is correct.
Management of Keeneland’s Julep Cup Program including recruitment and retention of farms, correspondence, condition book inclusion, advertisement inclusion, race day hospitality logistics and presentation logistics.
Create and update the Winner’s Circle Presentation Schedule, coordinating Julep Cup Sponsor Presenters and Keeneland Team Members to escort clients each race day.
Assist in running the Photograph from Coady to the Director’s Room for Director’s Room celebrations.
Work with Special Events to review and approve menus and details for any events executed.
Manage a master guest list for all events and keep updated with most accurate contact information.
Work and execute events as assigned to ensure the highest level of service is provided.
Assist Horsemen Relations Manager with additional Sales and Racing events throughout the year as needed including the Championship Sale.
Manage execution of the Sales Gifting program with an emphasis on high impact and functional items that tie Sales Clients to the Keeneland Brand throughout the year.
Work with internal team members on idea generation, sourcing, packaging, assembly execution, and delivery of gifting items.
Work with local hotels to provide Horsemen Rates to clients which we can offer throughout the year as needed.
Work with the Marketing Team to create and maintain a website resource for clients to easily book with preferred vendors.
Work with local restaurants to hold tables during our core business seasons to allow our teams to entertain as needed throughout the year.
Work with local vendors to provide transportation for clients through our core business seasons to provide a high level of service for out-of-town guests.
Manage complimentary vehicle activations during Sales.
Create and update a record of Standard Operating Procedures for the department to ensure that all processes are recorded and outlined.
Create form documents and communication overviews to ensure a cohesive voice and communication style throughout the department.
Create and update projects lists throughout the year to ensure timely execution of activations and event elements.
Manage and update budgets for events which the position is over.