Event Housing & Logistics Specialist (Seasonal Position)
Job Overview
Employment Type
Temporary
Full-time
Work Schedule
Standard Hours
Flexible
Weekend Shifts
Benefits
flexible schedule
dynamic work environment
Opportunity to work in a world-class global event
Networking opportunities
Professional Development
Job Description
The FORMULA 1 HEINEKEN LAS VEGAS GRAND PRIX is a premier global sporting event that has quickly established itself as a world-class spectacle within its first three years. Taking place on the iconic Las Vegas Strip, this thrilling three-day race showcases the world’s greatest Formula 1 drivers and cars reaching speeds up to 200 mph. The event draws a passionate worldwide audience and provides a unique blend of high-octane sports entertainment combined with the glitz and glamour for which Las Vegas is renowned. It stands as a marquee event that not only celebrates motorsport but also energizes the local economy and international community with its world-class hospitality and entertainment experiences.
Grand Prix Plaza serves as the dedicated multi-use complex and year-round private event destination supporting the Las Vegas Grand Prix. Spanning 29 acres, the property boasts the state-of-the-art Las Vegas Grand Prix Pit Building alongside immersive experiences such as F1 Drive, F1X, and F1 HUB. The venue also offers three versatile private event spaces, accommodating a variety of functions throughout the year beyond race weekends.
This particular opportunity is for an Event Housing & Logistics Specialist, a vital role that supports the operational excellence of the Formula 1 Heineken Las Vegas Grand Prix. The position is temporary full-time, spanning from mid-July through December 18, 2026, and requires the incumbent to be physically based in the Las Vegas office. The role focuses on managing and optimizing all aspects of housing logistics related to the event, ensuring seamless accommodation experiences for attendees, personnel, and VIPs.
Working closely with the Housing & Travel Manager, hotel partners, and event operations teams, the Event Housing & Logistics Specialist plays a pivotal role in supporting arrivals, departures, and modifications to lodging arrangements in a fast-paced, high-pressure environment. Advanced proficiency in Smartsheet, alongside strong organizational and communication skills, are essential to perform successfully in this role. The Specialist will be responsible for monitoring room block usage, handling escalations, conducting post-event financial reconciliation, and generating operational reports to keep leadership informed throughout the event lifecycle.
This position demands a service-first mindset with an ability to adapt rapidly to last-minute changes while maintaining accuracy and high customer service standards. The candidate will have a hands-on role in site audits before and during race week and must be capable of working flexible hours including evenings and weekends during peak event periods. This role offers a unique experience in a globally recognized event setting, perfect for professionals seeking to advance their careers in event coordination, hospitality, or logistics within the sports and entertainment industry.
Grand Prix Plaza serves as the dedicated multi-use complex and year-round private event destination supporting the Las Vegas Grand Prix. Spanning 29 acres, the property boasts the state-of-the-art Las Vegas Grand Prix Pit Building alongside immersive experiences such as F1 Drive, F1X, and F1 HUB. The venue also offers three versatile private event spaces, accommodating a variety of functions throughout the year beyond race weekends.
This particular opportunity is for an Event Housing & Logistics Specialist, a vital role that supports the operational excellence of the Formula 1 Heineken Las Vegas Grand Prix. The position is temporary full-time, spanning from mid-July through December 18, 2026, and requires the incumbent to be physically based in the Las Vegas office. The role focuses on managing and optimizing all aspects of housing logistics related to the event, ensuring seamless accommodation experiences for attendees, personnel, and VIPs.
Working closely with the Housing & Travel Manager, hotel partners, and event operations teams, the Event Housing & Logistics Specialist plays a pivotal role in supporting arrivals, departures, and modifications to lodging arrangements in a fast-paced, high-pressure environment. Advanced proficiency in Smartsheet, alongside strong organizational and communication skills, are essential to perform successfully in this role. The Specialist will be responsible for monitoring room block usage, handling escalations, conducting post-event financial reconciliation, and generating operational reports to keep leadership informed throughout the event lifecycle.
This position demands a service-first mindset with an ability to adapt rapidly to last-minute changes while maintaining accuracy and high customer service standards. The candidate will have a hands-on role in site audits before and during race week and must be capable of working flexible hours including evenings and weekends during peak event periods. This role offers a unique experience in a globally recognized event setting, perfect for professionals seeking to advance their careers in event coordination, hospitality, or logistics within the sports and entertainment industry.
Job Requirements
- Ability to remain in a stationary position for extended periods while working at a computer or desk
- Ability to move about the office or worksite to access files equipment or attend meetings
- Ability to operate standard office equipment such as computers phones and printers
- Ability to lift and carry materials up to 20 lbs as needed
- Ability to communicate clearly and effectively in person over the phone and in writing
- Ability to work a standard schedule with occasional extended hours during peak periods as required by the role
Job Qualifications
- Previous experience in event coordination hospitality or travel planning is preferred
- Strong organizational skills and keen attention to detail
- Strong communication and interpersonal skills with service first approach
- Ability to manage multiple tasks and deadlines in a fast-paced environment
- Proficient in Microsoft Excel Outlook Smartsheet
- Guest service mindset and ability to manage sensitive information with discretion
- Availability to work flexible hours including evenings and weekends during event week and peak travel periods pre and post event
Job Duties
- Provide on-site housing support during event week assisting with arrivals departure changes name changes escalations and last-minute adjustments
- Respond quickly to last-minute changes while minimizing operational impact
- Support post-event reconciliation including final usage costs variances and performance reporting
- Serve as a primary point of contact for internal stakeholders regarding housing assignments special requests and rooming needs
- Communicate proactively with hotel partners to ensure accurate rooming lists VIP requirements and service expectations
- Monitor room block pickup attrition risks and cost exposure throughout the event cycle
- Support the Housing & Travel Manager with invoice validation and post-event financial reconciliation
- Identify operational risks and implement contingency plans for overbookings property changes or unexpected volume shifts
- Audit Smartsheet data for accuracy and completeness ensuring teams always have reliable up-to-date information
- Generate operational reports for leadership before during and after the event
- Perform site audits pre and 1Race Week
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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