Hospitality and Events Coordinator

Role Overview

The Hospitality & Events Coordinator is entrusted with supporting the full scope of guest management initiatives at Formula 1 race events. Collaborating closely with the Hospitality & Events Manager, this position focuses heavily on operational precision, aiding in planning, coordinating, and executing guest programmes to ensure a flawless, premium experience for partners and attendees.

Main Responsibilities

• Assist in organising and delivering comprehensive guest management programmes for designated races according to partner expectations.
• Manage guest communications, registration portals, data collection processes, and maintain updated guest lists with personalised itineraries.
• Handle accommodation arrangements, including compiling rooming lists, transport bookings, and logistics among airports, hotels, circuits, and event venues.
• Coordinate event elements such as sourcing venues, planning and executing dinners and bespoke occasions, along with overseeing custom gifting logistics like sourcing, packing, freight, and delivery.
• Support supplier relations, daily communication, budget monitoring, purchase orders, invoice processing, and assist with post-event financial reconciliation.
• Provide on-site assistance during race weekends encompassing guest hosting, registration, supplier coordination, logistics management, and maintaining high standards of service and presentation while escalating concerns to management promptly.

Company Background

Williams is a renowned British Formula 1 team, with nearly five decades at the forefront of the sport. The team holds an esteemed record including 16 F1 World Championship titles, nine Constructors’ Championships with partners like Cosworth, Honda, and Renault, and seven Drivers’ Championships achieved by legendary racers such as Alan Jones and Damon Hill. Founded in 1977 by Sir Frank Williams and Sir Patrick Head, the organization aims to innovate and reclaim a leading position on the grid.

Qualifications and Skills

• Previous exposure or strong enthusiasm about hospitality, events, or guest service sectors is critical.
• Experience in administrative or coordination roles is preferable.
• Availability and willingness to travel extensively throughout the Formula 1 racing season.
• Proficiency with Microsoft Office and quick adaptability to new software systems.
• Knowledge of a second language is a plus but not mandatory.