Team & Travel Coordinator, McLaren Endurance Racing

Purpose of the Role

To be the first point of contact, providing efficient and effective event support to all travelling members of the McLaren Endurance Racing and McLaren United AS team, from the initial request of travel to the end of the event. Supporting Team management in providing effective assistance to the travelling Team by identifying, facilitating, and delivering, directly or through internal or external suppliers, and in conjunction with McLaren Racing and United Autosports travel team, all provisions and services required.

Principal Accountabilities

• Be the main point of contact for travel coordination relating to travel and accommodation for the McLaren Endurance Racing team, maintaining a central team travel matrix for all events.
• Be the interface with the United Autosports Coordination Manager and the McLaren Racing central travel team.
• Maintain accurate attendance list for travelling staff and to ensure that flights, hotels, and transfers are arranged as required for: Race events, test events, simulator and ad hoc travel.
• Work in partnership with the United Autosports Coordination Manager to deliver seamless travel itineraries, hotel rooming lists, hire car reservations, transfers bookings and budget for all McLaren United AS events.
• Coordinate operational briefings and pre-race communications for the travelling team, alongside the United Autosports Coordination Manager and McLaren Marketing Ops Specialist role.
• Verify and maintain accurate attendance registers for events, ensuring distribution lists and key data are correct and up to date.
• Support the United Autosports Coordination Manager with booking of travel for relevant McLaren Endurance Racing suppliers.
• Support the coordination and allocation of team travel kit alongside the McLaren Racing team apparel team.
• Supervision and execution support of the overall itinerary for a given event. Actions and communications for detailed and immediate implementation of the itinerary.
• Support the United Autosports Coordination Manager to secure the accreditation passes for the team with FIA and where relevant IMSA.
• Support the Travel team with Visa status and applications as and when required.
• Manage subsistence event data and submission to Finance in accordance with relevant policies.
• Support the United Autosports Coordination Manager with implementing security and risk mitigation plans for tests and races and assessing security levels during transfer and while at venues.
• Work with the catering and garage support teams to ensure that refreshment areas are well stocked and kept tidy.
• Assist with all team services orders pre event and during the event, for the United Autosports Coordinator Manager.
• Supporting the Marketing Ops Specialist role with the replenishment and laundering processes for all travelling team personnel, where required.
• Collaborating with internal and external stakeholders on future projects and programs.
• Supporting with planning and execution of team, partner, supplier, media and social events based at the McLaren Technology Centre.
• Providing operational and office coordination support, including expenses processing, to the Specialist, Executive Assistant to Team Principal, McLaren Endurance Racing and Leadership team where required.
• Constant review of processes against sustainable best practice and set guidelines to drive implementation and adoption across all stakeholders.

Knowledge, Skills and Experience

• Experience of managing travel, events and team organisation in a high pressure and time critical environment.
• Experience of improving and streamlining procedures for greater efficiency and communication channel.
• Strong attention to detail, strong organisation, logistics and coordination skills.
• Good working knowledge of Microsoft platforms.
• Budget management adhering to team's process.

Personal Attributes

• Confident decision maker with consideration for the right level detail versus achieving objectives.
• Highly proactive and driven to achieve travel/team solutions.
• Able to work flexibly, prioritising and changing focus between tasks, delivering to tight deadlines.
• A team player who can support others whilst also getting involved in day to day tasks as necessary.
• Good interpersonal and communication skills.
• Ability and willingness for some potential travel and to work unsocial hours for championship races, test events and other ad hoc travel where required.

Benefits

Hybrid working - 3 days a week based at the McLaren Technology Centre (MTC) near Woking.

State of the art, sustainable campus with facilities including a gym, restaurant and indoor/outdoor break out areas, and direct access to park and common land.

Comprehensive benefits package: private healthcare, car schemes, life insurance, and generous pension contributions.

We encourage and support diversity, equity and inclusion. We will actively promote a culture that values difference and eliminates discrimination in our workplace.

McLaren Racing is based at the MTC; the site is connected to Woking mainline station via regular shuttle buses, from which London Waterloo is a 30 minute train ride.