Event Coordinator, Sports Hospitality & Events

Location: Woking, GB

Job Type: Permanent  

Contract Duration: Permanent

Purpose of the Role:

To assist the Sports Hospitality & Events team with the delivery of high quality events to the McLaren standard.

Role Dimensions:

The role will predominantly be based within the McLaren Technology Centre in Woking, however, travel to race events throughout the F1 season will be required.

This is a Monday to Friday, full time role, although flexibility to work weekends and support events will be required.

When attending Formula 1 events, you may be exposed to high levels of noise and some manual handling may be required.

Principal Accountabilities:

Communication, Planning & Organisation

  • Assist in the successful delivery of the McLaren hospitality programme at each Grand Prix and test event
  • Maintain good working relationships with colleagues, clients & outside suppliers
  • Oversee the creation of accurate freight lists for items sent to each event and communicate to all parties
  • Liaise with external companies regarding booking the freight movements and ensuring they are within budget
  • Track all stock throughout the year and report findings to Manager
  • Assist in coordinating the administration and allocation of all order requests from Partners and other stakeholders
  • Assist in the management, booking and invoicing of display assets
  • Provide management and colleagues with regular work updates and accurate forecasts
  • If solely responsible at an event without Manager, ensure that on-site duties and McLaren standards are maintained at each event
  • If solely responsible at an event without Manager, ensure that Health & Safety processes are adhered to by all parties including outside suppliers at events
  • Assist with the continuous development of the guest experience at all events

Financial, budgeting & Control

  • Raise purchase orders for all Grand Prix hospitality outgoings and track with the Finance department
  • Assist the Manager with yearly budgets and monthly forecasts.

Other Responsibilities

  • Attend Grand Prix and test events throughout the year as required, working some weekends and evenings
  • Assist with production (as required) of ad hoc McLaren Group events 

Knowledge, Skills and Experience:

  • A relevant degree or qualification with vocational experience is desirable
  • Experience working in a similar corporate, hotel or sporting environment
  • The role requires someone with strong organisational and coordination skills
  • A keen interest in developing and improving processes and excellent IT skills including PowerPoint, Excel, Word & SAP are required
  • An excellent approach to customer service in challenging and changing situations
  • Being able to work well under pressure is essential

Personal Attributes:

  • Able to adopt systematic and pro-active approach that will ensure task completion
  • Capacity to multi-task over several on-going projects and able to define priorities
  • The ability to successfully build and manage good relationships at all levels
  • The ability to get your point across successfully and to create a positive impact
  • To generate new angles and approaches which move the business forward
  • Being creative within budgetary constraints
  • Imaginative flair, the ability to initiate and to interpret ideas and develop these into practical & commercial reality
  • Proactive in managing change and able to suggest new ways of doing things
  • Fluent in English and other languages would be an advantage

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