Hospitality and Events Coordinator

Role Purpose:   

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 will assist in 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 & Events Coordinator, you will be responsible for supporting the delivery of end-to-end guest management programmes for allocated races.

This includes, but is not limited to: 

Guest Programme Support 

• Coordination of guest programmes in line with partner objectives. 

• Assist with guest registration portals, guest data collection, and guest communications. 

• Prepare and maintain guest lists and personalised itineraries. 

• Act as a point of contact for guest queries in conjunction with the Hospitality & Events Manager. 

Travel, Accommodation & Logistics 

• Assist with accommodation coordination, including rooming lists and guest lists. 

• Support transport bookings and logistics between airports, hotels, circuits, and events. 

• Help manage logistics schedules to ensure smooth guest movements. 

Events, Dining & Gifting 

• Sourcing and booking of dining venues and event spaces. 

• Assist with planning and delivery of dinners and bespoke events. 

• Procurement, packing, freight, and delivery of custom gifting. 

Supplier, Budget & Admin Support 

• Supplier coordination and day-to-day communications. 

• Assist with 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 

• Attend selected races to support guest programme delivery. 

• Guest hosting and registration on site. 

• Assist with supplier coordination and logistics during the race weekend. 

• Help maintain high standards of presentation and service. 

Key Accountabilities: 

• Support the successful delivery of guest programmes. 

• Maintain accurate guest data, itineraries, and documentation. 

• Deliver a high standard of organisation and attention to detail. 

• Provide professional and friendly support to partners and guests. 

• Work in line with Williams Values & Behaviours. 

• Ensure compliance with health and safety and internal processes. 

• Contribute ideas to improve guest experience delivery. 

Qualifications and Experience Level: 

• 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. 

• Second language advantageous but not essential. 

This job description is not exhaustive, and the job holder will be required to carry out from time to time tasks in addition to the above that will be both reasonable and within their capabilities. 

Additional information

We fuel our team with a competitive benefits package, including generous holidays, vibrant staff events, a subsidised onsite restaurant, and a range of car schemes. Stay energised with 24/7 access to our gym and free fitness classes like outdoor boot camps, Pilates, and Yoga. With free parking and sprawling green spaces, you’ve got the perfect space to recharge and refocus.
 

Join a fast-paced, future-thinking team that’s driving innovation and pushing past engineering boundaries.

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.

Atlassian Williams F1 Team is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments.