Hospitality and Events Coordinator

MSMagazin; Greater London; Hybrid; GBP 26,000 - 36,000; Full time

Job summary

Williams Racing in the United Kingdom seeks a Hospitality & Events Coordinator to support end-to-end guest management programmes for allocated Formula 1 races. You will work closely with the Hospitality & Events Manager to plan, coordinate, and execute premium guest experiences both on-site and off-site.

The role is highly operational and detail-focused, requiring strong organisational skills, guest communications, and supplier coordination.

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.

Responsibilities

• Coordinate end-to-end guest management programmes for allocated races.
• Assist with guest registration portals, data collection, and guest communications.
• Prepare and maintain guest lists and personalised itineraries.
• Update guest itineraries during the race weekend.
• Support on-site guest hosting and queries with the Hospitality & Events Manager.
• Coordinate travel logistics including accommodation and transport.
• Support sourcing and booking dining venues and event spaces.
• Track supplier invoices and contribute to post-event cost reconciliation.

Skills

Hospitality experience

Event coordination

Administrative coordination

Microsoft Office

Travel willingness

Second language

Job description

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 willassistin 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 & Eventscoordinator, you willbe responsible forthe organisation and delivery of end-to-end guest management programmes forallocatedraces. This includes, but is not limited to:

• Support the coordination of guest programmes in line with partnerobjectives.
• Assistwith guest registration portals, guest data collection, and guest communications.
• Prepare andmaintainguest lists and personalised itineraries.
• Update guest itineraries throughout the race weekend asrequired.
• Support the Hospitality & Events Manager as a point of contact for guest queries.

Travel, Accommodation & Logistics

• Assistwith accommodation coordination, including rooming lists and guest lists.
• Support transport bookings andlogisticsbetween airports, hotels, circuits, and events.
• Assistwith the coordination of hotel-based activations whererequired.
• Help managelogisticsschedules to ensure smooth guest movements.

Events, Dining & Gifting

• Support the sourcing and booking of dining venues and event spaces.
• Assistwith 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.
• Assistwith 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

• Attendallocatedraces to support guest programme delivery.
• Support guest hosting and registration on site.
• Assistwith supplier coordination andlogisticsduring the race weekend.
• Helpmaintainhigh standardsof presentation and service.
• Escalate issues promptly to the Hospitality & Events Manager.

Company Description

For almost 50 years, Williams has been at the forefront of one of the fastest sports on the planet, being one of the top three most successful teams in history competing in the FIA Formula 1 World Championship. With an almost unrivalled heritage of engineering and racing F1 cars and unforgettable eras that demonstrate it is a force to be reckoned with, the British squad boasts 16 F1 World Championship titles to its name.

Since its foundation in 1977 by the eminent, late Sir Frank Williams and engineering pioneer Sir Patrick Head, the team has won nine Constructors’ Championships, in association with Cosworth, Honda and Renault. Its roll call of drivers is legendary, with its seven Drivers’ Championship trophies being lifted by true icons of the sport: Alan Jones, Keke Rosberg, Nelson Piquet, Nigel Mansell, Alain Prost, Damon Hill and Jacques Villeneuve. The team has made history before and is out to make it again with a long-term mission to evolve and return to the front of the grid.

Qualifications

• Previousexperience 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 languageadvantageousbut not essential.