Hospitality and Events Manager
Hospitality and Events Manager
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Job Description
We are looking for a customerservicefocused Hospitality & Events Manager to join our growing Hospitality & Events team. This is a fantastic opportunity for someone looking to build on their events experience within the world of motorsport and become part of an agile and growing department.
As a Hospitality and Events Manager for Williams Racing you will be at the forefront of creating extraordinary experiences that seamlessly blend luxury precision and passion. With a global outlook and an eye for detail you will own the endtoend hospitality journey for allocated races ensuring that every moment resonates with excellence. Your role will encompass meticulous planning impeccable execution and an unwavering commitment to meeting the distinctive needs of our VIP guests.
Main Duties:
As a Hospitality and Events Manager you will:
Support the Senior Hospitality and Events Manger on the delivery of trackside events and hospitality for guests delivering all contractual partner assets and obligations whilst also supporting the Hospitality and Events Executive in their daily runnings. This includes but not limited to:
- Assist in establishing the Paddock offering ahead of the season
- Build and manage racespecific driver marketing schedules for allocated races ensuring updates are disseminated to the team.
- Gather guest information for accreditation adhering to set deadlines.
- Manage flexible passes and staff accreditations for allocated races keeping relevant teams informed.
- Collaborate with internal teams to meet stakeholder partner and prospect requirements.
- Prepare and maintain guest lists biographies and personalised itineraries including the use of our app based guest management system.
- Coordinate with various departments and suppliers for necessary equipment and supplies at race locations.
- Organise the event gifting liaising with suppliers and the creative team on designs ensuring brand presence and premium quality as well as managing stock levels
- Keep up to date communication with partners/sponsors/agencies on accreditation deadlines
- Assist in the management and build of the branded hospitality suite including freight design catering WiFi hosting and entertainment
- Management of hospitality unit floorplans using systems such as CAD and Visio
- Produce event documentation such as itineraries and guest App management
- Ensure marketing schedules are created prior to each race adhering to a number of team requirements and distributing in a timely manner as well as reacting to updates as and when required
- Build strong relationship with our trackside catering supplier
- Input into event budgets regularly liaise with finance postevent to establish all event costs
Admin and logistics:
- Work with other members of the team to ensure that all race documentation is accurately tracked and recorded
- Assist the team in supplier research and obtaining quotes
- Process PO requests
- Raise invoice requests with the finance team where instructed
- Submit supplier invoices for payment and track payment dates
- Assist with freight admin and logistics
- Support on packing lists for hospitality and events programmes
- Manage hospitality and events stock levels and reorder where required continually updating stock counts
- Management of key trackside document preparation both pre and during races
- Send packages as required with the internal stores team
- Work cohesively with other members of the internal marketing department
Onsite at event
- Act as the main point of contact for race attendees ensuring the highest standards of service.
- Lead engaging garage tours for VIP guest groups.
- Maintain and communicate the updated marketing schedule.
- Oversee trackside catering supplier to fulfil guest requirements.
- Support Partnerships and Commercial team objectives at each race.
- Manage flexible passes allocation and prioritise accordingly.
- Ensure impeccable presentation of hospitality space for guests.
- Monitor and enhance service levels during hospitality.
- Management of additional events taking place within the Williams hospitality unit.
Qualifications :
- Experience in trackside hospitality within F1 or motorsport is essential
- Ability to travel throughout the F1 season
- Exemplary attention to detail in communication both written and verbal
- Well presented and confident in communicating with high level guests
- Ability to work proficiently and adapt in changing situations
- Ability to adapt service style
- Proactive approach to problem solving
Additional Information :
#LIJO1
Williams is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments.
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
