Operations and Event Manager

1 week ago

Gatton, Queensland, Australia beBeeOperations Full time $90,000 - $120,000
Job Description

The Kilcoy Race Club conducts 14-16 Thoroughbred race meetings and 2-3 grass Harness race days per year. Situated approx one and a half hours from Brisbane, the Sunshine Coast and Toowoomba, it is an ideal location for country racing events.

The Operations and Event Manager plays a vital administrative and coordination role, ensuring the effective operation of the club.

This role is responsible to support the committee, manage communication, maintain essential records, and liaise with key stakeholders to ensure compliance, efficiency, and promotion of the club's events and growth.

Key Responsibilities
  • Administrative Duties:
    • Prepare agendas and record minutes for Committee meetings and Annual General Meetings.
    • Implement the directive of the committee.
    • Manage incoming and outgoing correspondence.
    • Maintain up-to-date registers and files.
    • Assist with the preparation and submission of required forms and reports.
    • Oversee staff and volunteers.
    • Carry out facility inspections and report to management.
    • Approve invoices.
    • Act as Raceday Secretary.
  • Event Coordination:
    • Coordinate all aspects of race days and club events.
    • Liaise with racing officials, trainers, jockeys, and volunteers regarding event logistics.
    • Coordinate with regulatory bodies, catering, security, and first aid services for race day operations.
    • Provide supervision and coordination on Race Day.
    • Maintain event schedules, bookings, and compliance documents.
    • Liaise with sponsors and group bookings.
    • Prepare race book content.
  • Communication:
    • Act as the primary point of contact for club members, stakeholders, and the public.
    • Issue notices and updates regarding meetings, race days, and club activities.
    • Respond to enquiries in a timely manner.
    • Assist with social media and website content.
    • Be available for trades persons, maintenance, and installations.
  • Record Keeping:
    • Maintain accurate club records, including minutes, membership lists, race records, and financial documents.
    • File annual returns with regulatory bodies.
    • Store and archive historical records securely.
  • Liaison with Regulatory Bodies:
    • Ensure compliance with Racing Queensland, Liquor Licensing, Local Council, and other regulatory authorities.
    • Coordinate with governing bodies to meet legal requirements.
    • Attend industry training and updates when required.
  • Promotion and Growth:
    • Promote club activities, race days, and membership opportunities.
    • Support sponsorship and partnership efforts to grow revenue.
    • Develop marketing material to raise the club's profile.
    • Encourage local participation and support from businesses and racing stakeholders.

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