Job Description


Job Title:                   Event Coordinator

Department:              Administration

Reports to:                General Manager

FLSA Status:             Full-Time/Hourly/Non-Exempt/Not Safety Sensitive


Job Summary:

Driving incremental customers to the dealership by branding the dealership through identifying off-site promotional opportunities, staffing the off-site location, and getting all the necessary products and displays set up.  Serve as the first point of contact for any inquiries for donations, representatives from advertising companies.


Job Requirements:

  • Must have prior event experience including working with groups/organizations/charities on a marketing basis
  • Motorcycle industry background highly desired or enthusiasm to learn our brands
  • Must be comfortable communicating with vendors
  • Basic Microsoft Office experience
  • A positive and fun personality are a plus
  • Must be available nights, weekends and provide own transportation for all events on and off site

 Job Responsibilities:

  • Manage social media sites
  • Monitor internet review sites for potential customer issues and draft responses
  • Collect pricing and availability from vendors for our events
  • Fulfill Event Checklist and return to Marketing Manager/GM immediately following each event.
  • Post event photos before, during, and after event in a specified album.
  • Distribute event itineraries with details on day of event to all staff
  • Attend weekly manager meetings and provide a past event review and upcoming event update
  • Attend weekly internal Marketing meetings to provide update on event planning status
  • Maintain in-store promotional material including door flyers, bag stuffers and signage
  • Regularly update staff on current events, promotions, etc
  • Handle all incoming inquiries for donation requests and track them for the Marketing Manager and General Manager to review.
  • Maintain event calendar
  • Coordinate rides that leave from the dealership
  • Plan and execute events to dealership standards
  • Hire and staff servers of beer/food and promotional models for events
  • Create layout of the property for events
  • Coordinate catering needs, prepares conference materials, books bands/entertainment, and other miscellaneous tasks that go into prepping for an event
  • Coordinate off-site promotions including staffing the event and getting motorcycles to the off-site location and displayed
  • Train staff on process for serving food and drinks to customers
  • Serve as the main communicator of events and marketing promotions on-site
  • Obtain tent permits, liquor permits, and special event permits from city and state
  • Track various expenditures and revenues, collecting fees and maintaining any necessary records.
  • Obtain specials from department managers for each e-blast (Sales, P&A, Service) and send to Marketing Manager each week. Work with the Asst. Marketing and Graphic Design Manager to obtain this information.
  • Handle all potential advertising mediums and present potential opportunities to the Marketing Director to review
  • Provide feedback on ways to improve events in a cost-effective way
  • Other duties, as assigned.


Physical Demands:

  • Occasionally required to bend, stoop, crouch, reach, and lift up to 40 lbs.
  • Sometimes required to stand for several hours
  • Frequently works on a computer in a typical office environment.

Working Conditions:

  • Is potentially exposed to battery acid, gasoline, chemical cleaning materials or other toxic materials commonly found in a motor vehicle service department.
  • The noise level in the work environment is occasionally loud.
  • Occasionally, exposed to exhaust fumes or other airborne particles.
  • May be required to work odd, unusual or extended hours. 

We are an Equal Opportunity Employer (Gender/Minority/Veterans/Disabled) and participate with the E-Verify Employment Eligibility program