Live Wire Event Solutions Ltd, based in Banbury with projects across the UK, delivers AV technology and support for festivals, concerts, conferences, theatre and dance. For the past 10 years, Live Wire has worked across Formula 1 such as Mercedes, Red Bull, Aston Martin, McLaren and F1 Academy, supplying technology to the major teams and F1 Management. Our work varies from constructing viewer experiences in teams' hospitality suites, paddock, garages and factories elevating each of the 24 races a year. We work closely with our suppliers to deliver pioneering technology and integrate innovation into all of the work we do.
Job description:
We are seeking a highly organised and detail-oriented Travel Coordinator Assistant to support the Travel Coordinator with company travel. You will prepare options, raise bookings for approval, maintain trackers and travel packs, and assist with day-of-travel changes. The Travel Coordinator Assistant will support team communications and produce travel briefing documents, as well as monitor itineraries and relay updates whilst staff are on location. You will work closely with the Project Management team and Operations, reporting to the Travel Coordinator.
Salary: Depending on experience
Responsibilities:
* Prepare flight/rail/hotel/ground transport options to brief and raise bookings for approval by the Travel Coordinator
* Check proposed itineraries against policy and budget and flag exceptions for approval
* Liaise with suppliers to confirm holds/options and gather quotes; escalate commercial negotiations to the Travel Coordinator
* Maintain accurate travel trackers, rooming lists, manifests and documentation for audit/reporting
* Reconcile travel expenses to bookings and compile summary reports for the Travel Coordinator
* Assist with rebooks/cancellations and day-of-travel communications as directed
* Monitor visa/entry requirements and prepare required documentation packs; track status and deadlines
* Stay current on airline policies and relevant travel restrictions and surface changes that may affect bookings
Requirements:
* Some experience supporting travel or office administration (e.g., internship, placement, part-time role) or a clear interest in corporate travel
* Basic understanding of flight booking, visa/entry requirements and accommodation types, with a willingness to learn company processes
* Able to maintain accurate trackers, rooming lists, manifests and shared calendars
* Clear, professional written and verbal communication, comfortable emailing/calling suppliers and colleagues
* Confident with Microsoft Office or Google Workspace (Sheets/Excel for lists and simple formulas; Docs/Word; Gmail/Outlook; Drive). Able to learn travel booking and expense tools quickly
* Keeps on top of multiple requests and meets tight deadlines, escalating early when needed
* Good numeracy, can prepare simple cost summaries and check invoices/receipts against bookings
* Handles personal data (passport/ID, contact details) discreetly and in line with company policy
Desirable:
* Experience in a fast-paced, project-driven setting (student society, events, hospitality, or office admin)
* Any experience gathering quotes or coordinating confirmations with hotels/transport providers
* Prior use of online booking portals or expense reporting tools
We are a global fast-growing company which offers a variety of opportunities for you to develop your skill set and career. In return for your contribution, what we offer:
* Real-world experience on some of the UK’s most exciting live events
* Mentoring and support from experienced professionals
* Opportunities to travel, network, and build your CV
* Regular company events and team activities
* Free and on-site parking for staff
Live Wire Productions is committed to creating a workplace that is open, inclusive, and free from discrimination or prejudice. We welcome applications from all backgrounds and are proud to support equal opportunities regardless of race, religion, gender, gender identity, sexual orientation, marital status, pregnancy, disability, or age.
To Apply, email with subject line CV and a short Cover letter:
vacancies@livewireproductions.co.uk