$10,500.00 per year

TIME FRAME: This is a short term, seasonal position.

March 1 to May 30, 2026 (FULL TIME)

POSITION SUMMARY

The Transportation Administrator provides critical administrative and data management support to the Transportation Department, which oversees all rolling stock and heavy equipment for the Festival. This role requires advanced proficiency with HERD spreadsheets, equipment tracking, manifest creation, and post-festival reconciliation, ensuring all sourced equipment is accurately documented, assigned, tracked, and reconciled to final invoices.

ESSENTIAL FUNCTIONS

Administrative & Data Management

• Provide administrative support to the Transportation Coordinator, including data entry, reporting, document management, and departmental correspondence.
• Maintain accurate and up-to-date spreadsheets, manifests, and tracking logs for all transportation and equipment assets.
• Create, update, and manage equipment manifests for pre-festival, show-day, and post-festival operations.
• Ensure all sourced, assigned, and utilized equipment is properly matched to vendor invoices during post-festival reconciliation.

Equipment & Rolling Stock Tracking

• Manage all records for rolling stock and equipment, including:

○ Trailers

○ Refrigerated and dry storage trucks

○ Rental vehicles (golf carts, cars, vans, pickups)

○ Office trailers and mobile units

○ Forklifts and other heavy equipment

• Track rental agreements, serial/VIN numbers, fuel usage, line-item assignments, insurance documentation, and incident reports.
• Produce and maintain daily and master log sheets for all Festival rolling stock.
• Assign and physically label serial numbers to all vehicles and equipment.

Driver & Vehicle Administration

• Maintain vehicle assignment records and collect copies of all required driver documentation, including licenses and insurance.
• Assist with driver briefings regarding operating procedures and departmental policies.

Fuel Tracking & Reconciliation

• Track fuel usage from Fair Grounds fuel supplies and maintain a master fuel usage spreadsheet.
• Reconcile fuel usage by line item during post-production and assist with reporting and analysis.

Financial & Requisition Support

• Prepare and submit requisitions for all rolling stock via eRequester following approval by the Transportation Coordinator.
• Ensure requisitions include complete and accurate documentation, including:

○ Vendor information

○ Tax forms on file

○ Original invoices or receipts

○ Required signatures

○ Accurate totals

• Support post-festival invoice review and reconciliation by cross-referencing HERD data, manifests, and usage logs.

Compliance & Documentation

• Maintain organized files for all work service orders related to carts, vehicles, and miscellaneous equipment.
• Accurately report absenteeism using the Absentee Request Form in coordination with supervisors.
• Maintain confidentiality of sensitive and proprietary information.
• Acknowledge and complete all required training sessions, feedback forms, and final reports.
• Ensure all documents, data, and intellectual property created for the Festival are properly turned over at the end of the production cycle.
• Perform additional duties as assigned to support the Transportation Department and overall Festival operations.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

• Event production or large-scale operations experience preferred.
• Advanced spreadsheet skills required, with strong proficiency in Excel; familiarity with
• Access and Word preferred.
• Proven ability to manage complex data sets, manifests, and post-event reconciliation.
• Strong organizational, bookkeeping, and administrative skills.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks, meet deadlines, and work in a fast-paced production environment.
• Professional demeanor when interacting with senior staff, vendors, and external partners.