Travel & Logistics Coordinator
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What you'll do
- Book flights, accommodation, rental cars, and paddock transport for all travelling team personnel.
- Source properties across hotels, Airbnb, and VRBO, matching size and location to crew numbers and circuit proximity, and build direct relationships with properties at recurring venues to secure preferential rates, held room blocks, and flexible cancellation terms.
- Arrange golf cart bookings to match crew and hospitality requirements at each event.
- Deliver all travel and logistics within the budget allocated for each event and program.
- Track spend in real time, flag variances early rather than after the fact, reconcile receipts and crew expenses, and submit accurate post-event cost summaries.
- Manage credential applications and hard card logging for every SRO and IMSA event attended, tracking who is credentialed for which event and at what access level.
- Meet all series submission deadlines, maintain an accurate register including replacements and on-site collection, and handle guest and sponsor requests in coordination with team management.
- Log and maintain travel, accommodation, and dietary requirements for all team personnel, alongside up-to-date records including passport and licence details, frequent flyer numbers, and emergency contacts.
- Order and coordinate crew and hospitality catering across each event weekend, working to headcount and dietary requirements.
- Source food through delivery and catering platforms including DoorDash and ezCater alongside local suppliers, managing relationships and delivery timing to fit around session schedules.
- Support hospitality setup where guests, sponsors, or manufacturer representatives are attending.
- Produce and circulate a clear itinerary for every event covering flights, accommodation, ground transport, and arrival times.
What they're looking for
- Demonstrable experience in travel coordination or team logistics within motorsport.
- Working knowledge of SRO and IMSA paddock operations, including credentialing processes and event schedules.
- Proven ability to manage and deliver against a defined budget.
- Strong proficiency in Excel and Google Sheets, including formulas, tracking sheets, and reporting.
- Experience booking through Airbnb, VRBO, and direct hotel channels.
- Familiarity with catering and food delivery platforms such as DoorDash and ezCater.
- Ability to work independently and remotely, with the self-discipline to manage deadlines without direct supervision.
- Excellent organisational skills, with the ability to manage multiple events at different planning stages simultaneously.
- Clear, professional communication with crew, suppliers, and championship officials.
- Composure under pressure and flexibility to resolve problems outside normal working hours during event weeks.
- High level of discretion when handling personal data and commercial information.
Nice to have
- Prior experience with a professional race team, series organiser, or motorsport hospitality provider.
- Experience coordinating international travel and freight documentation.
- Working knowledge of travel booking platforms and corporate travel tools.
- Positive attitude, teamwork mentality, and willingness to assist across departments.
Summarised by NextRaise from the employer’s description, which follows in full below.
Full description from employer
About ACI Motorsport
ACI Motorsport is a multi-championship-winning operation, reigning 2025 Porsche Carrera Cup North America (PCCNA) Pro-Am Champions and runner-up in SRO GT4 America Pro-Am. We currently campaign fourteen cars across three championships — six in PCCNA, four in Porsche Sprint Challenge, and four in SRO GT4 America (two Porsche, two BMW). With expansion planned for the 2027 season into SRO GT3, IMSA Michelin Pilot Challenge, Porsche Carrera Cup, and SRO GT4, we are seeking talented individuals to join our growing operation at the highest levels of North American motorsport.
Key Responsibilities
Travel & Accommodation
Book flights, accommodation, rental cars, and paddock transport for all travelling team personnel. Source properties across hotels, Airbnb, and VRBO, matching size and location to crew numbers and circuit proximity, and build direct relationships with properties at recurring venues to secure preferential rates, held room blocks, and flexible cancellation terms. Arrange golf cart bookings to match crew and hospitality requirements at each event.
Budget Management
Deliver all travel and logistics within the budget allocated for each event and program. Track spend in real time, flag variances early rather than after the fact, reconcile receipts and crew expenses, and submit accurate post-event cost summaries.
Credentialing
Manage credential applications and hard card logging for every SRO and IMSA event attended, tracking who is credentialed for which event and at what access level. Meet all series submission deadlines, maintain an accurate register including replacements and on-site collection, and handle guest and sponsor requests in coordination with team management.
Personnel Requirements
Log and maintain travel, accommodation, and dietary requirements for all team personnel, alongside up-to-date records including passport and licence details, frequent flyer numbers, and emergency contacts.
Catering & Hospitality
Order and coordinate crew and hospitality catering across each event weekend, working to headcount and dietary requirements. Source food through delivery and catering platforms including DoorDash and ezCater alongside local suppliers, managing relationships and delivery timing to fit around session schedules. Support hospitality setup where guests, sponsors, or manufacturer representatives are attending.
Event Coordination
Produce and circulate a clear itinerary for every event covering flights, accommodation, ground transport, and arrival times. Act as the point of contact for travel issues during event weeks, resolving delays and last-minute changes quickly. Communicate closely with the transport team and Team Manager so travel schedules align with truck arrival, load-in, and setup timings, and maintain a forward calendar of all race and test events with booking deadlines tracked well in advance.
Requirements
- Demonstrable experience in travel coordination or team logistics within motorsport.
- Working knowledge of SRO and IMSA paddock operations, including credentialing processes and event schedules.
- Proven ability to manage and deliver against a defined budget.
- Strong proficiency in Excel and Google Sheets, including formulas, tracking sheets, and reporting.
- Experience booking through Airbnb, VRBO, and direct hotel channels.
- Familiarity with catering and food delivery platforms such as DoorDash and ezCater.
- Ability to work independently and remotely, with the self-discipline to manage deadlines without direct supervision.
- Excellent organisational skills, with the ability to manage multiple events at different planning stages simultaneously.
- Clear, professional communication with crew, suppliers, and championship officials.
- Composure under pressure and flexibility to resolve problems outside normal working hours during event weeks.
- High level of discretion when handling personal data and commercial information.
Preferred Experience
- Prior experience with a professional race team, series organiser, or motorsport hospitality provider.
- Experience coordinating international travel and freight documentation.
- Working knowledge of travel booking platforms and corporate travel tools.
- Positive attitude, teamwork mentality, and willingness to assist across departments.
Working Pattern
This role can be performed remotely for booking, planning, and administrative work. Attendance is required at all race events across North America, with the potential to attend test events as programs require. Flexible hours are expected around event weeks and booking deadlines.
Pay & Benefits
Competitive salary commensurate with experience. All travel expenses covered by the team.
Salary / Benefits:Competitive and based on experience
Company
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