Travel Operations Administrator

About 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 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.