NXT Team Coordinator

Terms: Full-Time

Special Requirements: Travel, including all INDY NXT Series races.

Job Location: Indianapolis, IN.

Job Description

The INDY NXT Team Coordinator organizes and assists with all travel logistics for the INDY NXT team, including drivers, engineers, support staff, and contractors. This position ensures that the team’s personnel and equipment are transported efficiently and cost-effectively to the various race and test locations. The role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks under tight deadlines.

Responsibilities:

1. Travel Planning and Coordination:

a. Itinerary Management: Plan and organize travel itineraries for team members, drivers and support staff, including flights, accommodations, ground transportation, and visas if necessary.

b. Booking Arrangements: Coordinate flight bookings, hotel reservations, and car rentals, ensuring all travel arrangements align with team schedules and budgetary guidelines.

c. Travel Documentation: Ensure all travel documentation, such as passports, visas, and travel insurance, are up-to-date and compliant with international travel regulations.

d. Customize travel arrangements for different team members, accommodating special requests, last-minute changes, and personal preferences while adhering to the team’s travel policies and budget.

2. Logistics Management:

a. Transport Logistics: Arrange transportation to and from airports, hotels, racetracks, and other venues during race weekends, testing or special events.

b. Team Equipment: Coordinate logistics for transporting team equipment, ensuring timely delivery and adherence to customs regulations.

3. Visa and Passport Management:

a. Ensure all team members have the necessary visas and travel documentation for each race, especially for international events.

b. Manage visa applications, renewals, and any other legal travel documentation, ensuring compliance with the rules of each country visited.

4. Race/test specific responsibilities:

a. Driver Scheduling

b. Assists with Driver coordination on race weekends.

c. Organize all meals (delivery, pickup) required at the track.

d. Attends INDY NXT team manager meetings if required by Team Manager.

e. Organize all drugs tests, hard cards and other administrative tasks for the team.

f. Organize all drugs tests, medical exams, licensing for drivers.

g. Organize the application and licensing for the team entry each season.

h. Assist with credentialling of guests and sponsors, including being the point of contact with INDY NXT series personnel.

i. Attend the media and content days with all drivers.

5. Budget Oversight:

a. Budget Planning: Work within assigned travel budgets, tracking expenses related to flights, accommodations, transportation, and per diem allocations for team members and drivers.

b. Cost Optimization: Identify cost-saving opportunities, negotiate rates with travel vendors, and reconcile travel expenses against budget allocations.

6. Emergency Support:

a. Emergency Response: Provide support and assistance during travel emergencies, flight delays, cancellations, or unforeseen incidents affecting travel plans.

b. Crisis Management: Develop contingency plans and protocols to address travel disruptions and ensure minimal impact on team operations.

7. Communication:

a. Team Liaison: Serve as the main point of contact for travel-related inquiries within the team.

b. Schedule Coordination: Coordinate travel schedules with race schedules, team meetings, promotional events, and sponsor commitments to optimize team efficiency and productivity.

c. Transparency: Keeping team members informed and motivated through internal emails, and meetings. Ensuring that all staff members are aligned with the team’s goals and strategies.

8. Social Media:

a. Assist with capturing content for Social Media channels (media briefings, on track activity, team/driver interactions).

b. Assist with managing the contractual obligations with sponsors, series and Drivers.

9. Compliance and Regulation:

a. Travel Policies: Ensure adherence to team travel policies, guidelines, and procedures, including compliance with IndyCar regulations and travel safety standards.

b. Health and Safety: Stay informed about health advisories, travel restrictions, and safety protocols in international destinations, providing recommendations and guidance to team members.

10. Documentation and Reporting:

a. Record Keeping: Maintain accurate records of travel arrangements, expenses, and travel-related documentation for reporting and audit purposes.

b. Performance Metrics: Track key performance indicators (KPIs) related to travel operations, such as travel efficiency, cost savings, and customer satisfaction.

Required Qualifications

a) Organizational Skills

b) Attention to Detail

c) Communication Skills

d) Problem-Solving Ability

e) Negotiation Skills

f) Cost Management

g) Flexibility to travel

h) Documentation and Reporting

Who You Are

• You lead by example with a diverse, accessible, and inclusive approach.

• You inspire trust and motivate those around you.

• You push the envelope and strive for originality.

• Win and lose together as a team approach.

Our Values

Embracing our shared values defines our identity as forward-thinkers at JHR. You embody the essence of accessibility, inclusivity, and humility (Rock the Compassion). You possess a keen awareness of our world, nurturing a proactive spirit to foster positive change (Show heart and hustle). Honesty, trustworthiness, and authenticity are your hallmarks (Champion Integrity). With ambition, agility, and a penchant for innovation, you pave the way for the unique JHR approach (Chart the Uncharted). Recognizing that unity propels us farther, you prioritize the JHR family (Family Comes First).

We invite you to apply for this exciting opportunity at Juncos Hollinger Racing. Join us in shaping the future of racing and be a part of a dynamic team that embodies our core values. To apply, please send us your resume.

Equal Opportunity Employment

JHR is fully committed to adhering to equal employment opportunity and nondiscrimination principles, in compliance with federal labor laws. We are mandated by federal law to actively engage, recruit, and offer equal opportunities to individuals who meet the qualifications, irrespective of their race, color, religion, sex, national origin, age, veteran status, genetic information, disability, or any other legally protected status. Furthermore, we are obligated to uphold certain recordkeeping and reporting standards, which necessitate us to request employees to voluntarily self-identify their race/ethnicity and gender.

In order to assist us in fulfilling our obligations for recordkeeping and reporting as mandated by federal and state laws, please respond to the inquiries below. It is important to note that providing this information is entirely voluntary, and choosing not to disclose it will not result in any negative consequences. The data collected will be used solely in ways that are consistent with the provisions of applicable laws, executive orders, and regulations.

JHR does not intend to solicit applications or employ individuals under 18, and JHR does not knowingly collect Personal Data from candidates under 18. Any individuals under the age of 18 must have consent from their parent or guardian to apply for job opportunities at JHR or work at JHR. If a parent or guardian becomes aware that his or her child has provided JHR with Personal Data without their consent, he or she should contact JHR at careers@juncoshollinger.com if they ever become aware that a child under 18 has provided JHR with Personal Data, JHR will take steps to delete such information from JHR’s files.