The Hospitality & Events Coordinator will support the delivery of end-to-end guest management programmes at Formula 1 races. Working closely with the Hospitality & Events Manager, the role will assist in the planning, coordination, and on-site execution of guest programmes, ensuring a seamless and premium experience for partners and guests.
This role is highly operational and detail-focused, supporting guest communications, logistics, supplier coordination, and on-site hosting while developing strong experience in high-end hospitality and international event delivery.
Main Duties:
As a Hospitality & Events coordinator, you will be responsible for the organisation and delivery of end-to-end guest management programmes for allocated races. This includes, but is not limited to:
Guest Programme Support
- Support the coordination of guest programmes in line with partner objectives.
- Assist with guest registration portals, guest data collection, and guest communications.
- Prepare and maintain guest lists and personalised itineraries.
- Update guest itineraries throughout the race weekend as required.
- Support the Hospitality & Events Manager as a point of contact for guest queries.
Travel, Accommodation & Logistics
- Assist with accommodation coordination, including rooming lists and guest lists.
- Support transport bookings and logistics between airports, hotels, circuits, and events.
- Assist with the coordination of hotel-based activations where required.
- Help manage logistics schedules to ensure smooth guest movements.
Events, Dining & Gifting
- Support the sourcing and booking of dining venues and event spaces.
- Assist with planning and delivery of dinners and bespoke events.
- Support the sourcing, packing, freight, and delivery of custom gifting.
Supplier, Budget & Admin Support
- Support supplier coordination and day-to-day communications.
- Assist with budget tracking and cost capture in line with Williams processes.
- Raise purchase orders and invoice requests as instructed.
- Track supplier invoices and payment status.
- Support post-event cost reconciliation with finance.
On-Site Delivery
- Attend allocated races to support guest programme delivery.
- Support guest hosting and registration on site.
- Assist with supplier coordination and logistics during the race weekend.
- Help maintain high standards of presentation and service.
- Escalate issues promptly to the Hospitality & Events Manager.
Qualifications
- Previous experience or strong interest in hospitality, events, or guest services.
- Experience in an administrative or coordination role desirable.
- Willingness and ability to travel throughout the Formula 1 season.
- Proficient in Microsoft Office and able to learn new systems quickly.
- Second language advantageous but not essential.
Additional Information
Atlassian Williams F1 Team is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments.
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