Construction Operations Coordinator

COMPANY OVERVIEWThe FORMULA 1 HEINEKEN LAS VEGAS GRAND PRIX has rapidly become a world-class event in its first three years. This three-day spectacle attracts a global audience to witness the world's greatest drivers and cars navigate the iconic Las Vegas Strip at breathtaking speeds approaching 200 mph.Position SummaryThe Coordinator position plays a vital role in supporting the daily functions of the Construction Operations Department by managing administrative tasks, coordinating logistics, and helping ensure the team is operationally prepared throughout the event cycle. Working closely with the Vice President of Construction of Operations and the Manager of Project & Site Integration, this role supports the accuracy of systems and documentation, facilitates clear communication between internal teams and external vendors, and helps maintain the tools and workflows essential to departmental efficiency.Administrative & Operational Coordination• Prepare and distribute meeting agendas, notes, action items, and leadership follow-ups• Maintain organized digital/physical archives for departmental records, dashboards, and workflows• Coordinate department scheduling, meetings, and internal communications• Assist in coordinating timelines & deliverables• Coordinate and route operational permits, contracts, agreements, and departmental documentation• Leads small-scale operational improvement initiatives, coordinating with internal and external stakeholders• Assist VP with RFPs, contract administration, and letter drafting as neededSystems Support, Integration & Operations• Maintain and update system documentation, dashboards, workflow processes, and automations• Ensure accuracy and alignment of data for reporting and resource tracking• Evaluates system performance and recommends enhancements to improve efficiency, accuracy, and scalabilityResource & Vendor Logistics• Support onboarding and coordination of contractors, vendors, and seasonal staff• Oversee credentials, catering & crew housing coordination for department vendors• Track, manage, and fulfil resource needs (uniforms, radios, equipment, supplies)Event Readiness & On-Site Execution• Provide on-site operational support during construction milestones, venue prep, load-in, show days, and load-out• Maintain readiness checklists, operational tools, resource logs, and on-site documentation• Ensure operational platforms and communication systems function effectively for real-time decision making• Assist with scheduling, dispatch, and incident reporting during event timeframeQualifications• 2–4 years of experience in construction administration, business coordination, event administration• Strong administrative and organizational skills with high attention to detail• Experience working with project management and construction software (e.g., Microsoft Office, Smartsheet, Lennd, Airtable, Asana or similar)• Demonstrated ability to independently manage workflows, timelines, and cross-functional coordination with minimal oversight• Strong technical writing skills• Excellent communication and interpersonal skills; able to work with diverse teams and vendors• Ability to manage multiple priorities in a high-pressure, deadline-driven environment• Flexibility in work hours, including evenings and weekends as neededLas Vegas Grand Prix, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type. All employment decisions are based on business needs, job requirements, and individual qualifications without regard to race, color, religion, age, sex (including pregnancy), parental status, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.The FORMULA 1 HEINEKEN LAS VEGAS GRAND PRIX has rapidly become a world-class event in its first three years. This three-day spectacle attracts a global audience to witness the world's greatest drivers and cars navigate the iconic Las Vegas Strip at breathtaking speeds approaching 200 mph.The Coordinator position plays a vital role in supporting the daily functions of the Construction Operations Department by managing administrative tasks, coordinating logistics, and helping ensure the team is operationally prepared throughout the event cycle. Working closely with the Vice President of Construction of Operations and the Manager of Project & Site Integration, this role supports the accuracy of systems and documentation, facilitates clear communication between internal teams and external vendors, and helps maintain the tools and workflows essential to departmental efficiency.Administrative & Operational Coordination• Prepare and distribute meeting agendas, notes, action items, and leadership follow-ups• Maintain organized digital/physical archives for departmental records, dashboards, and workflows• Coordinate department scheduling, meetings, and internal communications• Assist in coordinating timelines & deliverables• Coordinate and route operational permits, contracts, agreements, and departmental documentation• Leads small-scale operational improvement initiatives, coordinating with internal and external stakeholders• Assist VP with RFPs, contract administration, and letter drafting as neededSystems Support, Integration & Operations• Maintain and update system documentation, dashboards, workflow processes, and automations• Ensure accuracy and alignment of data for reporting and resource tracking• Evaluates system performance and recommends enhancements to improve efficiency, accuracy, and scalabilityResource & Vendor Logistics• Support onboarding and coordination of contractors, vendors, and seasonal staff• Oversee credentials, catering & crew housing coordination for department vendors• Track, manage, and fulfil resource needs (uniforms, radios, equipment, supplies)Event Readiness & On-Site Execution• Provide on-site operational support during construction milestones, venue prep, load-in, show days, and load-out• Maintain readiness checklists, operational tools, resource logs, and on-site documentation• Ensure operational platforms and communication systems function effectively for real-time decision making• Assist with scheduling, dispatch, and incident reporting during event timeframe• 2–4 years of experience in construction administration, business coordination, event administration• Strong administrative and organizational skills with high attention to detail• Experience working with project management and construction software (e.g., Microsoft Office, Smartsheet, Lennd, Airtable, Asana or similar)• Demonstrated ability to independently manage workflows, timelines, and cross-functional coordination with minimal oversight• Strong technical writing skills• Excellent communication and interpersonal skills; able to work with diverse teams and vendors• Ability to manage multiple priorities in a high-pressure, deadline-driven environment• Flexibility in work hours, including evenings and weekends as neededLas Vegas Grand Prix, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type. All employment decisions are based on business needs, job requirements, and individual qualifications without regard to race, color, religion, age, sex (including pregnancy), parental status, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.