Coordinator, External Events FTC

Job description

Purpose of the Role:

9 month FTC to plan and provide administrative support for our Racing Hospitality team for both in person and virtual events.



Role Dimensions:

  • Work is generally performed within an office environment with standard office equipment or from home.
  • Required to work unsociable hours including early mornings, late evenings and some weekends.
  • If requested to attend an event, the role requires long hours on your feet and there will be some manual handling required.



Principal Accountabilities:

Event Administration – 90%

  • Providing administrative support to the events team for both in person and virtual events as required
  • Assist in managing show car and display assets bookings, planning logistics to ensure all activations run smoothly whilst generating revenue and profit for McLaren.
  • Assist Grand Prix Paddock Club ticket packing ensuring each ticket is correctly packaged and dispatched to all guests.
  • Organising supplier and client meetings and maintaining notes
  • Assist with the planning, preparation & implementation of worldwide strategic events.
  • Collating and reporting guest feedback
  • Raising stores request and monitoring stock levels
  • Updating process and information documents including not limited to health and safety, catering, supplier prices and team process documents
  • Overall onsite support to the team on event days when needed
  • Supporting with research and projects to help develop events
  • Preparing risk assessments for events
  • Researching new ideas e.g. Paddock Club gifts
  • Working with the manager to develop processes and supporting collateral for the team



Finance and budgeting – 10%

  • Raise purchase orders for Grand Prix hospitality, show car and display asset outgoings.
  • Process invoices from suppliers in conjunction with the Finance department
  • Assist with yearly event budget forecasts.
  • Assist with preparing business cases for new initiatives.

Job requirements

Knowledge, Skills and Experience:

  • The candidate will ideally have experience of working within an office environment, solving logistical challenges and managing asset diaries
  • The role will suit an applicant with strong organisational skills and coordination capabilities
  • An excellent approach to customer service in challenging and changing situations is required
  • A keen interest in developing and improving processes and excellent IT skills, including Excel, are required
  • Being able to work well under pressure is essential



Personal Attributes:

  • Able to adopt systematic and pro-active approach that will ensure task completion.
  • A flexible and adaptive approach is essential
  • Capacity to multi-task over several on-going projects and able to define priorities.
  • The ability to successfully build and manage good relationships at all levels.
  • The ability to get your point across successfully and to create a positive impact.
  • To generate new angles and approaches which move the business forward.
  • Being creative within budgetary constraints.
  • Imaginative flair, the ability to initiate and to interpret ideas and develop these into practical & commercial reality.
  • Proactive in managing change and able to suggest new ways of doing things.
  • Fluent in English and other languages an advantage.



All employees must ensure compliance with the Company Health and Safety Policy, and all relevant other statutory Health and Safety legislation.


This job description may not detail some minor duties allocated to the post holder, nor cover duties of a similar nature, commensurate with the role, which may from time to time be reasonably required by the relevant manager.