Senior Travel Operations Coordinator

About:

SailGP is the world's most exciting racing on-water. The annual, global championship - established in 2018 and now in its fourth season - features national teams battling in short, intense races at iconic stadium-style venues across the globe.

The high tech, high speed action features the sailing's best athletes racing in identical hydrofoiling F50 catamarans, flying at speeds approaching 100 km/h who compete for the sport's top prize money, with US$4.3 million at stake over the season.

SailGP also races for a better future, championing a world powered by nature. In 2020, SailGP set a new standard as the first climate positive sports and entertainment property and began delivering actions and innovations that advance the global adoption of clean energy. Underpinning the organization's purpose driven agenda is a diversification of the league, with the goal of immediately progressing gender and racial equity and inclusivity.

SailGP is a global organization with defined values that shape the culture of its diverse team: deliver quality, break boundaries, make an impact, stand together and strike a balance.

Summary:

Responsible for the end-to-end planning and delivery of assigned SailGP events, ensuring all travel requirements are coordinated in line with operational needs, timelines, budget parameters, and Travel Operations policy.

Key Responsibilities: Event Ownership & Delivery

• Own and deliver assigned events from initial planning through to completion
• Coordinate all travel requirements including flights, accommodation, ground transport, and immigration
• Act as the primary point of contact for all travel related activity for assigned events

Planning & Coordination

• Manage event timelines in line with submission deadlines and booking windows
• Review and validate all traveller data prior to booking
• Coordinate group travel movements and complex itineraries
• Define and adapt delivery approaches based on event requirements and operational complexity
• Ensure all services align with event schedules and operational requirements

Flights

• Plan and manage flight requirements for assigned events
• Identify group travel opportunities and efficient routing options based on traveller data
• Coordinate bookings directly or via appointed suppliers, ensuring alignment with cost, schedule, and operational requirements

Accommodation Planning & Management

• Manage accommodation delivery for assigned events in line with contracted terms and allocations, either directly or in coordination with appointed suppliers
• Build and maintain detailed rooming lists based on approved traveller data and event requirements
• Align accommodation plans with event schedules, transport plans, and operational needs
• Manage room allocations across departments, ensuring efficient use of inventory and adherence to policy
• Monitor contracted room blocks against attrition and release periods, ensuring rooms are adjusted in line with demand to avoid cancellation costs or penalties
• Identify and manage risks relating to over or under utilisation of contracted inventory, escalating where required
• Coordinate changes to allocations in line with traveller updates and operational requirements
• Liaise with accommodation providers to manage ongoing requirements, amendments, and issue resolution
• Ensure all accommodation data is accurate across systems and supplier records

Ground Transport

• Plan and coordinate all ground transport requirements, including airport transfers and event transport solutions
• Define appropriate transport approaches based on location, safety, and operational requirements
• Coordinate transport delivery directly or via suppliers, ensuring alignment with event schedules

Immigration

• Identify visa and immigration requirements across all traveller groups
• Develop and maintain clear immigration guidance and communications
• Ensure all required documentation is collected and processed in line with timelines

Supplier Coordination

• Manage delivery of travel services through appointed suppliers
• Maintain oversight of all supplier activity to ensure delivery meets agreed requirements, timelines, and cost expectations
• Intervene and take direct control of bookings or planning activity where required to ensure delivery standards are met
• Manage operational relationships with suppliers, resolving issues and driving performance

Communications

• Define and manage event communication schedules
• Review and approve all traveller communications prior to issue
• Ensure all communications are accurate and aligned with event plans

Change Management & Compliance

• Enforce travel policy and submission deadlines
• Manage change requests in line with the agreed process
• Identify and resolve issues proactively, taking ownership of resolution and escalating where required

Budget & Cost Control

• Monitor and control event travel spend in line with allocated budgets
• Make cost-based decisions in line with agreed parameters and event requirements
• Track and manage spend throughout the planning and delivery cycle
• Identify and escalate any risks or variances that may impact budget delivery
• Support post event budget reconciliation and reporting

Event Reporting

• Produce post-event reporting including cost tracking, change analysis, and operational feedback
• Identify and communicate key issues and improvements for future events

Key Expectations:

• Coordinates all assigned travel activity accurately and on time, even during high-pressure delivery windows
• Maintains a high level of organisation and clarity across trackers and internal communications
• Proactively identifies delays or gaps in information and takes action to resolve or escalate
• Communicates clearly and confidently with stakeholders, suppliers, and senior staff
• Takes ownership of tasks from start to finish, following through without being chased
• Remains calm, focused, and solutions-driven when priorities shift or information is incomplete
• Comfortable working in a demanding and fast-moving environment where processes are still evolving
• Lives SailGP's values and contributes to a positive, inclusive team culture

About You:

• Proven experience in travel, logistics, or event operations
• Experience managing end-to-end travel planning and delivery for complex events or operations
• Experience coordinating high-volume or multi-location travel arrangements
• Strong organisational and planning skills
• Ability to manage multiple projects and deadlines
• Strong communication and stakeholder management skills
• High attention to detail and accuracy

Location:
London, United Kingdom

SailGP is proud to be an equal opportunity workplace committed to building a team culture that celebrates diversity, equity and inclusion.