Travel Office Coordinator

Are you an organised, detail-oriented professional with a desire for seamless travel coordination? We are seeking an experienced Travel Office Co-Ordinator to join our Travel Office team, reporting to the Travel Office Manager. In this pivotal role, you will orchestrate complex international travel logistics for our race and test teams, ensuring flawless arrangements for personnel attending events across the Formula One World Championship calendar and ad hoc business travel.

This is your chance to work at the heart of a fast-paced, high-performance environment where your expertise directly impacts operational success. You will collaborate with Race Team Managers, Test Team Logistics Managers, and key stakeholders to deliver exceptional travel solutions that balance cost efficiency with operational excellence.

What You'll Be Doing

Travel Booking & Coordination

• Orchestrate complex international travel logistics for race team personnel, securing optimal flight routings, fares, and accommodation whilst meeting strict operational deadlines and performance requirements.
• Liaise daily with Race Team Managers, Test Team Logistics Managers, and operational stakeholders to plan and execute seamless travel arrangements for race, test, and ad hoc business events.
• Prepare and manage detailed flight manifests and rooming lists for large travelling groups, maintaining 100% accuracy and full compliance with internal and external requirements.
• Produce and maintain comprehensive travel itineraries across multiple concurrent events, ensuring seamless coordination across engineering, race, and support functions.
• Advise team members on visa, passport, and international entry requirements, proactively managing documentation to prevent travel disruptions.
• Navigate rapid travel changes in high-pressure, time-critical environments, including last-minute schedule adjustments and operational contingencies with confidence and professionalism.
• Maintain and update internal travel systems and tools, ensuring accurate traveller profiles, accommodation details, and transfer arrangements at all times.
• Coordinate post-event administrative processes, including invoice consolidation, reconciliation, and supplier coordination within strict finance deadlines.
• Provide out-of-hours and weekend operational support during race and test events, resolving travel issues promptly to ensure uninterrupted team operations.
• Ensure full compliance with company travel policies, motorsport operational procedures, and international travel regulations.

Health & Safety

• Take responsibility for your own health and safety, and that of others, by complying with all health and safety obligations. Report promptly any defects, risks, or potential hazards.

This job description is not exhaustive. You will be required to undertake additional tasks from time to time that are both reasonable and within your capabilities.

For almost 50 years, Williams F1 Team 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. 

Key Attributes & Requirements

• Strong Excel skills, including building, formatting, and managing detailed itineraries.
• Familiarity with travel management software or travel‑planning apps.
• Experience coordinating travel for large groups (circa 100 people) for local and international events.
• Understanding of budgeting and cost optimisation within travel planning.
• Comfortable with ambiguity and able to adjust plans and priorities as situations develop.
• Self‑driven and proactive, taking ownership and keeping tasks moving forward.
• Proactive and flexible, with the ability to anticipate needs and adapt to changing circumstances.
• Strong team player who collaborates effectively with stakeholders and the wider business.
• Professional, courteous, and discreet when handling sensitive information.
• Resilient under pressure, remaining calm and confident when managing last‑minute changes and high‑stakes situations.

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