SailGP
Senior Travel Operations Coordinator
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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
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- 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
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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
- Takes full ownership of assigned events, delivering all travel requirements accurately and on time
- Maintains complete control and visibility of all travel data, trackers, and communications at all times
- Identifies gaps, risks, or delays early and takes immediate action to resolve or escalate
- Makes clear, confident decisions in fast-moving and often ambiguous situations
- Manages stakeholders, suppliers, and internal teams effectively, maintaining control of delivery at all times
- Delivers under pressure, maintaining accuracy and structure during high-volume booking and change periods
- Works independently without the need for close supervision, taking responsibility for outcomes
- Adapts quickly as plans evolve, maintaining delivery standards despite changing requirements
About You
- Minimum 5+ years’ experience in travel, logistics, or event operations within a complex, high-volume environment
- Proven experience owning and delivering end-to-end travel or event logistics (not supporting or administering bookings)
- Experience managing large-scale, multi-location travel programmes (200+ travellers or equivalent complexity)
- Demonstrated ability to operate in high-pressure, time-critical environments
- Confident making operational and cost-based decisions within defined parameters
- Strong organisational skills with the ability to manage multiple priorities simultaneously
- Clear and confident communicator, able to manage stakeholders at all levels
- High level of attention to detail with full accountability for accuracy of delivery
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.
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