Oyster World Rally Coordinator

Oysteryachts; Southampton; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a dedicated Event Coordinator to support the Oyster World Rally. This dynamic role involves planning and executing events across multiple locations, ensuring a seamless experience for participants. You'll coordinate with various stakeholders, manage logistics, and provide exceptional customer service. If you have a passion for sailing and thrive in a fast-paced environment, this position offers an exciting opportunity to contribute to memorable experiences. Join a team that values creativity and dedication in delivering exceptional events.

Qualifications

• Sailing knowledge is a distinct advantage.
• Proficiency in Microsoft Office Suite is required.

Responsibilities

• Support planning and coordination of all stages of the rally.
• Ensure a seamless experience for all rally participants.
• Liaise with marinas and local authorities for support.

Skills

Exceptional customer service skills

Ability to work under pressure

Strong influencing skills

Communication skills

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Southampton, United Kingdom | Posted on 24/04/2025

This role will be based at one of our UK sites (Southampton, Hythe, Wroxham, Ipswich, Ashmanhaugh) but requires rotation between working at one of the Oyster sites and overseas during the Oyster Rally and other events. The role is responsible for supporting the Oyster World Rally Manager and Event Coordinators to deliver a successful and enjoyable event.

Pre-Event:

• Support planning and coordination of all stages of the rally, ensuring a successful and enjoyable experience for all participants.
• Update and maintain communication with all Oyster World Rally contacts in destinations concerning planning and schedules.
• Assist with planning and delivering training courses, seminars, and workshops for rally participants.
• Review and update the ‘Rally Guide’ regarding formalities, customs procedures, and extended stays, especially in locations requiring longer stays.
• Conduct research on new rally destinations and organize research trips.
• Coordinate preliminary party planning for all locations and liaise with local tourism authorities for support.
• Work within budget limits and provide expenditure reports as required.
• Arrange agent support in various locations as needed.

During Event:

• Ensure a seamless, stress-free experience for all rally participants at all times.
• Support participants in clearing customs at each stopover, providing guidance on local issues, tourism, and sightseeing.
• Be present at each stopover before the first arrival to support Rally Team Members, Clients, and Crew.
• Welcome the fleet at each destination and assist with berthing arrangements.
• Liaise with marinas, yacht clubs, and agents for berthing support.
• Organize events and parties at each destination as directed.
• Coordinate with external agencies (customs, immigration, quarantine) for smooth entry and exit.
• Assist with obtaining permits and formalities, including crew change procedures.
• Support fleet communications, SIM cards, and Wi-Fi arrangements.
• Maintain contacts in all destinations to facilitate smooth arrivals.
• Order fuel and plan bunkering as needed.
• Pre-plan provisioning in remote locations.
• Coordinate with tourism authorities and local businesses to provide maximum information to participants.
• Work with shipping agents for receipt and clearance of spares from the UK, in conjunction with Oyster After Sales.
• Collaborate with photographers and media to ensure good coverage of the event.

Requirements

Knowledge

• Sailing knowledge is a distinct advantage.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Skills

• Exceptional customer service skills.
• Ability to work under pressure, meet deadlines, and adapt to changing priorities.
• Strong influencing and communication skills.