POSITION DESCRIPTION–Marketing and Communications Coordinator

1.         Overall Purpose of Position

The Marketing Co-ordinator is responsible for the delivery of a variety of administrative functions relating to marketing and promotional aspects of the club, having a strong racing and social media focus. These functions include, but are not limited to:

  • Providing high level administrative and operational support to the Business Manager, Operations Manager and Chief Executive.
  • Assisting in the development of marketing & communication strategies to increase sponsorship, membership, race day attendance and motel occupancy.
  • The taking of race day bookings and smooth delivery of race day service to sponsors and guests.
  • General office administrative duties as required, relating to preparation of race days and barrier trials.
  • Other general duties as could be reasonably expected in this role.
  • This role reports to the Business Manager, or to whom the CEO gives delegated authority.

2.         Key Actions and Activities

 Raceday Duties Include:

  • Liaise with clients on various levels to arrange their race day requirements.
  • Greet sponsors and guests and ensure smooth delivery of all packages.
  • Hosts sponsors on race day in accordance with contractual agreements.
  • Attendance at all HRC race meetings, unless mutually agreed with CEO.
  • Actively promote club’s activities on race day with updating of social media, including Twitter and Facebook.

 Non-Raceday Duties include:

  • Actively promote club’s activities through use and updating of website, social media, including Twitter, Facebook, and traditional channels.
  • Support large campaign creative developments. Handling the liaison with our advertising agency on all content.
  • Artwork & graphic coordination.
  • Takes enquiries, provides pricing and takes bookings for race day functions whilst adhering to agreed race day packages.
  • Forward all relevant function information to Events and Administration Co-ordinator.
  • Ensure all  race day bookings are paid for in a timely manner.
  • Manage and co-ordinate all the external event suppliers including marquee and equipment providers.
  • Be responsible for showing all prospective customers the facilities, packages etc.
  • Oversee the race day acceptances process in conjunction with Racing NSW.
  • Horse Stall allocation on race day
  • Race book preparation of ads and associated information
  • Sign off of race meeting in accordance with Racing NSW requirements
  • Assists in the development of promotional kits and information packs detailing function packages and costs, including enhancement of race day motel packages in conjunction with Motel manager.
  • Responsible for all design, printing, preparation and distribution of sponsor’s complimentary/luncheon tickets
  • Liaison with clients regarding requirements eg. advertising

General Administrative Duties: 

Develop marketing & communication strategies to increase raceday attendance through collation of databases.

  • Liaise with Events Co-ordinator to coordinate the delivery of a regular Members Newsletter to the Clubs membership data base.
  • Responsible for ensuring the correct reply to email enquiries.
  • Arrangements of race day run sheets for requirements to all management.
  • Answering Phone/general enquiries
  • Front Reception duties as required
  • Mailing and Banking
  • Stationery orders
  • General Meetings:typing, binding, completing annual registrations, as required

 3.             Position Deliverables

  • Ensure race day and non race day client satisfaction.
  • Maintain high reputation as conference and event facility
  • Increased following on Social Media
  • Maintaining repeat business and growing sales

4.         Knowledge and Skills Required (To effectively perform in the role the position holder must have the following skills, experience, qualifications)

  • An interest and/or understanding of the racing industry is essential.
  • Outcome oriented, a desire to make a difference.
  • Experience in a customer focused environment.
  • Creativity and attention to detail.
  • Superior organisational and planning skills.
  • An ability to implement and monitor multiple projects simultaneously.
  • Exceptional written and verbal communication skills.
  • Experience in working in a team environment.
  • Demonstrated capacity in management of confidential information.
  • Exceptional computer skills including demonstrated competency with Word, Excel, Access, Outlook and other similar office software, including graphic design.
  • Excellent interpersonal skills which facilitate a positive image of the Club and contribute to a team environment.
  • Ability to build professional business relations internally and externally to grow results.

5.         Working Relationships

Reports to:                                                  

Business Manager and Chief Executive

Most Frequent Contacts:                                                         

  • Business Manager and Chief Executive Officer (Internal)
  • All club Staff (Internal)
  • Race day sponsors and clients (External)
  • Service providers and contractors(External

To apply, please email your application together with your CV to Greg Rudolph CEO -

Applications close at 5.00pm Tuesday 6th June 2017.