Travel Operations Administrator Full Time NEW

SailGP is the world’s most exciting racing on-water. The annual, global championship – established in 2018 and about to head into its’ 5th season – features national teams battling in short, intense races at iconic stadium-style venues across the globe.

The high-tech, high-speed action features the sailing’s best athletes racing in identical hydrofoiling F50 catamarans, flying at speeds approaching 100 km/h who compete for the sport’s top prize money, with US$4.3 million at stake over the season.

SailGP also races for a better future, championing a world powered by nature. In 2020, SailGP set a new standard as the first climate positive sports and entertainment property and began delivering actions and innovations that advance the global adoption of clean energy. Underpinning the organization’s purpose-driven agenda is a diversification of the league, with the goal of immediately progressing gender and racial equity and inclusivity.

SailGP is a global organization with defined values that shape the culture of its diverse team: deliver quality, break boundaries, make an impact, stand together and strike a balance.

Job Summary

Provides administrative support across Travel Operations, ensuring systems, communications, financial processes, and data are managed accurately and efficiently across event and non-event travel activity.

Key Responsibilities

Travel Inbox Management

• Manage the central travel inbox
• Triage incoming queries and respond where appropriate
• Route queries to the relevant coordinator and track responses where required

Communications

• Issue all traveller communications, including travel details, pre-event information, and updates
• Schedule and distribute communications in line with agreed timelines
• Maintain and update communication templates to ensure consistency across all events

Data & Systems Management

• Maintain accurate traveller data across all platforms and systems
• Manage traveller profiles, including passport and visa tracking
• Set up events and maintain data within relevant systems and tracking tools
• Ensure all travel data is accurate, up to date, and aligned across systems

Immigration & Documentation Support

• Track and log immigration requirements across events
• Support the preparation of visa documentation, including invitation and support letters
• Assist with the creation and maintenance of immigration guidance and supporting documentation

Financial & Procurement Administration

• Manage the Gatekeeper process for Travel Operations
• Raise, track, and maintain purchase orders in line with approved budgets
• Monitor purchase order status and proactively chase approvals and progress
• Support the coordination of contract documentation and ensure timely execution
• Maintain accurate records of all financial and contractual documentation

Reporting & Administration

• Support the preparation of post-event reporting data
• Maintain tracking logs for bookings, changes, and traveller activity
• Manage central documentation, including shared drives and internal systems
• Support the continuous improvement of Travel Operations processes and documentation

About You

• Highly organised with strong attention to detail and accuracy
• Able to manage multiple tasks and priorities in a fast-paced environment
• Strong administrative skills with a structured and methodical approach to work
• Confident managing data, systems, and documentation with a high level of accuracy
• Clear and professional written and verbal communication skills
• Proactive and responsive, with the ability to follow up and track tasks through to completion
• Comfortable working as part of a small team and supporting multiple stakeholders
• Able to work to deadlines and maintain consistency across a high volume of activity
• Positive, reliable, and adaptable approach to work

Key Expectations

• Live SailGP’s values and contribute to a positive culture.
• Champion an inclusive environment where diversity is valued.
• Actively contribute to the continuous improvement of travel processes and procedures, ensuring they remain relevant and effective.

Location:

London, United Kingdom

SailGP is proud to be an equal opportunity workplace committed to building a team culture that celebrates diversity and inclusion.