About the Company:
The Company is seeking to fill this role, is one of the world's leading sports event management companies established since 1991 and has had a presence in Qatar for over five years.
Role & Responsibilities Summary:
The Hospitality Operations Administrator plays a key role in supporting the operational planning and delivery of several projects and events for the Hospitality Division throughout the calendar year.
Reporting directly to the Hospitality Operations Director and working closely with cross-functional teams, this role will assist the operations team with the organization, coordination and development of key documents, presentations, reports, project plans, meeting schedules, and training materials. The role is also responsible for ensuring that project timelines are maintained, and that all operational documentation is accurate, accessible, and up to date.
They play a key role in supporting the operational and technical teams by maintaining project logs, coordinating schedules, and assisting with the development of standard operating procedures and operational plans.
During an event operational phase, this role may evolve into an event specific position at a certain event site, or be a central position at the HQ, supporting the entire Operations Team.
Operational Planning
- Create and maintain a document management process for all projects and events plans, CADs, PDFs, and operational phase collateral such as Standard Operating Procedures (SOPs), daily run sheets, operational narratives, operational plans, polices and procedures, etc.
- Ensure Microsoft Office and cloud-based platforms are set up and organised for internal and external document management and file sharing, and that Hospitality Division team members and suppliers have the necessary access to the documentation.
- Coordinate scheduling for meetings, draft agendas, and take meeting minutes, and actions trackers as required.
Project Management
- Track and update key project timelines, milestones, and deliverables, ensuring timely completion by the operations and technical teams.
- Assist with maintaining the risks and issues log, ensuring timely updates from team members.
- Implement organisational systems to ensure data is managed effectively and easily accessible.
- Support the development of work processes and contribute to team process improvements.
Reporting
- Assist in the creation of monthly progress reports and dashboards for the Hospitality Operations Director, and senior leadership.
- Track, consolidate, and submit reports from service providers and other operational teams.
- Ensure that all reporting requirements are completed on time, providing accurate data and insights for ongoing project management.
HR & Team Support
- Maintain a collaborative and positive team culture, supporting colleagues as needed and ensuring smooth communication across departments.
- Assist with event time organisational structures, including team scheduling and logistics.
- Ensure all operational documents and schedules are maintained and up to date, supporting the smooth running of operations.
- Assist in the creation and organisation of training materials for operational Event Teams.
Services and Supplier Coordination
- Coordinate communication with third-party suppliers and stakeholders, ensuring timely delivery of required information and documentation.
- Assist with tracking service provider performance, consolidating reports, and ensuring all necessary updates are submitted by suppliers.
- Coordinate scheduling for meetings, draft agendas, and take meeting minutes, and actions trackers as required.
Event Support and Coordination:
- The position will be required to assist with the administration of operations for multiple events throughout the annual calendar, ensuring smooth execution and coordination across various sites.
- Provide administrative support during the operational phases of events, ensuring key tasks such as scheduling, reporting, and communication are managed effectively.
- Act as a point of contact for the operations team during live events, providing administrative assistance to help ensure smooth execution.
- As per the requirement of each event, this role will either assist the overall operations of a project/event or perform a specific Event Team role. This deployment could be in a specific venue-based role, or in a supportive centralized HQ role.
General
- Until otherwise agreed, this position is based in the Doha office (Qatar) but requires intermittent travel to the GCC region and potentially other countries.
- The nature of our business is such that it may be necessary to amend or add the responsibilities and you may be required to perform other tasks that are allocated to you, specific to the projects at hand.
- Act in compliance with the company's contract terms, policies and procedures.
Essential Experience:
- 2+ years of experience in administration, project support, or operations roles, ideally within the hospitality industry.
- Experience and understanding of general major events operations.
- Strong organisational skills with experience in managing documents, schedules, and project timelines.
- Proficiency in Microsoft Office Suite and cloud-based file-sharing platforms.
- Experience in reporting, data management, and project tracking, with an understanding of risks and issue logs.
Essential Skills:
- Ability to work calmly under pressure and meet multiple deadlines flexible in a constantly evolving environment with good proactive problem-solving skills
- Strong project management and time management skills
- Good administration and IT skills including Microsoft Office and Cloud based programmes
- Excellent communication skills, with the ability to coordinate meetings, draft agendas, and take minutes.
- Excellent team leader and developer of management team
- Experience in Qatar or GCC
Expected Contract Length:
From March 2025 to 10th March 2027
