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.