Travel Coordinator (FTC)

❗️📆 Please note this role is offered on a 12 month fixed-term contract.

About Us

Formula E is the fastest growing motorsport on the planet. It is innovative, brave and disruptive by design. With over 100 races in some of the world’s most iconic cities, it continues to break boundaries and records alike. Born from humble beginnings, the ABB FIA Formula E World Championship is now home to some of the planet’s most talented and daring drivers supported by world leading manufacturers such as McLaren and Porsche.

Formula E, however, has a unique purpose bigger than racing itself. It was founded to counteract climate change through accelerating the development and adoption of electric vehicles; pioneering race to road technology that is at the cutting edge of innovation.

It’s mission though has since evolved, recognising the wider social and environmental benefits it can deliver through driving sustainable human progress and better futures for all. As the world’s first sport certified Net Zero Carbon since inception with multiple leading initiatives that support both people and the planet, it serves as an example of how high-performance sport and sustainability can powerfully coexist.

With a blend of world class sport, sustainability and scintillating entertainment, it inspires and thrills a global fanbase. Now racing in more cities than ever before with the world’s fastest, lightest, most powerful and efficient electric race car, the GEN3, Formula E is delivering a unique fusion that many didn’t know existed or thought was even possible.

Formula E is proud of our commitment to EDI and welcomes applications from underrepresented groups. We wish to provide equal opportunities regardless of an individuals protected characteristics. We believe in attracting and retaining an diverse workforce to enrich Formula E with a variety of experiences, backgrounds and perspectives.

Working With Us

At Formula E, we’re unique. Founded to be bold, ambitious and innovative, we have electric energy in our DNA. We’ve therefore created an environment that supports our colleagues as we continue our mission so that everyone can reach their individual potential while being part of a close-knit team.

We’re curious, brave and thoughtful; having a relenting desire to push boundaries both at and away from our races. With a mission that is far greater than producing world-class events, we value both humanity and the planet just the same. It’s why we believe that work should be fun, meaningful and impactful, valuing the importance of supporting each other and how success can only be achieved as part of a wider collective team.

Using the spectacle of sport, we are sending a powerful and meaningful message to help alter perceptions and speed-up the switch to electric mobility. We also operate as a testbed to push the development of new technologies needed for an electric, low-carbon future.

Vamos!

Your Role

The role will primarily focus on the coordination of travel processes, including booking flights, inputting and working with accurate data for hotel, visa coordination and reporting. This role will support the wider travel team in times of peak workload.

Key Deliverables

Travel Coordination:

• Comprehensive travel support for travel team, assisting in coordination of race flight bookings, either via our appointed travel agency for long haul flights or directly using the online portal for European flights
• Good understanding of travel policy to ensure compliance
• Input, support and coordination of travel sheets
• Build close relationships with chosen corporate travel company and/or other agencies to secure the best options
• Organising and checking invoices to ensure charges are accurate
• Ensure recommended travel plans meet expectations for quality, accuracy, productivity, welfare and compliance with policy
• Use technical experience and questioning skills to identify opportunities to achieve 'best value' for Formula E
• Source the most appropriate travel solution by understanding role, responsibilities and commitments of travellers
• General administration duties, assist with FE travel mailbox and ad hoc requests

Visa/work permits:

• Assist Visa Manager with research and collate information of visa requirements for countries where Formula E events take place
• Helping to manage FE visa email inbox
• Gather the relevant data from all individuals travelling to events in order to request visa invitation letters and any other supporting documents
• Collect and proof check all internal visa applications where FE process directly
• Upload all visa’s to shared spreadsheets
• Be able to work to very tight deadlines in a high-pressured environment
• The role involves keeping track of flight & visa/ permit confirmations and creating shared areas where documents can be easily accessed

What We Are Looking For

Experience required:

• To be successful, you'll ideally have experience in travel and some knowledge of the travel industry
• Previous experience in a corporate travel environment or a similar role in-house for a events business would be beneficial
• Experience working in multiple data sets, working across spreadsheets simultaneously
• Experience in dealing with visa applications and/or work permits
• Experience using Smartsheet

Skills and aptitudes required:

• Fluency in English.
• Organisational skills.
• Great attention to detail
• Confident in liaising with various teams and contacts, both internally and externally at all levels
• Effective time-management skills with the ability to meet tight deadlines
• Must have excellent written and verbal English communication. Other European languages would be an advantage
• Ability to stay focused when working solo & take ownership on projects
• Excellent written and verbal communication skills
• Must be driven, enthusiastic and able to work with team across all departments
• Able to have difficult conversations, with the ability to say no to enforce compliance of policy
• Must be able to manage a high workload whilst maintaining professionalism
• Innovative – constantly looking at ways to improve our business travel processes

Interests:

• Motorsport industry and event knowledge preferable, but not essential.

Circumstances:

• This is not necessarily a travelling role, however some international travel maybe required

Our Perks

🏠 Hybrid working, approx. 3 days a week in our Hammersmith office

🩺 Health Cash Plan (including dental, osteopathy, physiotherapy and wellness area)

🏋️ Perks discount platform (including discounts on gyms, high street brands, cinema, etc)

🏎️ Formula E Store discount

👕 Partner discounts

🚗 Local Hammersmith discounts including car parking and hotels

🏖️ 25 days holiday Bank Holidays Birthday off

🍼 Enhanced paid maternity and paternity leave

💸 Pension scheme

🚲 Cycle to work scheme

💙 Life assurance cover

🥳 Regular social events in office

🏆 Annual Awards ceremony and after party

🍇 Office fruit baskets and snacks

🚪 Multi-purpose room in office

✈️ Opportunity to extend your stay when travelling for a race event/weekend

💷 2 paid days off per year to volunteer for a charity sponsor charity donations

The small print...

Before applying, please make sure you read the Formula E Privacy Notice available on our website: https://www.fiaformulae.com/en/jobs

We receive a high number of applications per role and therefore ONLY successful applicants will be contacted.

PLEASE NOTE: It is unlawful to employ a person in a UK-based job who does not have permission to live and work in the UK. You should make yourself aware of how immigration laws apply to your situation before applying for any jobs. Formula E is an Equal Opportunity Employer. We offer a unique opportunity, a competitive salary and an environment that inspires innovation and supports professionals to perform at their best in their chosen fields.