Team Operations Administrator Global Sports Events Firm

About the Company:

The Company is seeking to fill this role is one of the worlds leading sports event management companies established since 1991 and has had a presence in Qatar for over five years.

Role & Responsibilities Summary:

The Team Operations Administrator plays a key supporting role in the smooth running of the Hospitality Divisions team logistics and operational activities.

Reporting to the Head of Team Operations and working closely with the Team Operations Manager this role assists with all tasks and responsibilities of the department for several events throughout the calendar year. This includes recruitment accommodation & transportation accreditation visa uniform and any other general activities of the department.

The Team Operations Administrator also provides crucial support to different daytoday office operations such as handling personnel documentation bookings event materials purchase and distribution. They ensure that all administrative processes are wellorganized allowing the team to function effectively both in the office and onsite at events.

Team Operations Recruiting & Administrative Support

• Support the daytoday team operations for the Hospitality Division ensuring all team members have the required resources for their role in the office and in events sites.
• Maintain updated records of all Hospitality Division team members including their accreditation status visa applications travel details contact information parking passes holiday tracker etc.
• Support and prepare documentation for the recruitment process ensuring contracts personal details and other key documents are collected and filed appropriately.
• Assist in preparing onboarding documents and materials for new team members ensuring they have all the necessary information to integrate smoothly into the team.
• In coordination with the Head of Team Operations administer relocation logistics for new hires moving to Qatar including organizing flights accommodation and integration into the office ensuring a smooth transition.
• Help with coordinating internal training sessions including scheduling preparing materials and setting up virtual or inperson meeting spaces.

Accommodation and Logistics Support

• Assist with coordinating the Hospitality Division team members travel arrangements including flights ground transportation and other logistics related to travel for meetings and events.
• Work closely with the Head of Team Operations and the Accommodation team in issuing accommodation booking confirmations communicate details to staff and maintain accurate records of all bookings and associated costs.
• Identifying transportation options for team members for different projects and events including public and private transportation.
• Ensure different logistics options are identified and are efficient to meet event needs.

• Collect parking requirements from team members and distribute event parking passes accordingly. Keep a detailed record of all issued parking passes and coordinate with event organizers as necessary.

Event Accreditation & Visa Administration

• Assist the Team Operations Manager in collecting inputting and maintaining data in the accreditation system collecting necessary documentation from staff suppliers and external stakeholders.

• Support the Team Operations Manager in working with suppliers to ensure their accreditation documentation is submitted on time and in accordance with event regulations. Keep track of supplier accreditation progress and flag any issues.

• Coordinate the collection and input of visarelated documentation for staff and suppliers ensuring visa applications are submitted within deadlines. Liaise with the Team Operations team to monitor the progress of applications.

Uniform and Meal Voucher Coordination

• Research and obtain quotes from uniform suppliers assisting in the procurement of uniforms.
• Coordinate the collection of team members sizes and requirements receive uniforms from suppliers and manage the distribution process to the companys team members.
• Collect team requirements for meal vouchers liaise with Team Operations Manager to ensure appropriate arrangements are made and distribute vouchers to team members. Track voucher costs throughout the event.

Event Supplies and Materials Management

• Research quote and order materials required for team operations at event sites such as printers event and office supplies water coffee & tea consumables disposables. Ensure timely delivery to event locations and manage distribution to the team.

• Follow up on orders deliveries and payments with suppliers ensuring that all event materials arrive at the correct venue and meet quality standards. Coordinate with Event Teams on the delivery and placement of supplies at each event site.

• Maintain an inventory of office and event supplies ensuring that all materials are accounted for and available when needed. Keep a detailed record of distributed items and ensure the Event Teams have what is necessary to perform their duties.

Reporting and Documentation

• Develop and maintain operational trackers for the hospitality division. Regularly update reports on project team time allocation holidays accommodation uniform distribution accreditation visas and other event logistics.
• Organize file and maintain all relevant documentation ensuring it is easily accessible for the Hospitality Division Senior Managers.
• Assist with the creation of guides reports and presentations as required for the team.

Event Time Coordination and Support

• During events provide ontheground support to ensure that logistics run smoothly including managing lastminute changes in accommodation transport or meal arrangements.
• Assist with setting up administrative offices or workspaces at event venues ensuring that the hospitality team has access to all necessary equipment and supplies.
• Coordinate the distribution of accreditation badges to internal staff and suppliers ensuring that they receive the appropriate level of access based on their role and the event requirements. Track and record all distribution details for future reference.
• Support the Team Operations team on any lastminute changes to accreditation accommodation visa uniform or other event logistics task including including reissuing lost or incorrect badges.
• Help produce reports that summarize event feedback identifying areas for improvement in future events.
• As per the requirement of each event this role may assist on the event operations for a cluster of venues or perform a specific Event Team role acting as a support for the operational services and deliverables of the project. This includes coordinating service providers and stakeholders and performing the role as per the Event Team Job Description.

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 companys contract terms policies and procedures.

Essential Experience:

• Experience in largescale events and familiarity with event sites.

• Experience in administrative or operational support roles preferably within hospitality events or logistics industries.
• Proficient in Microsoft Office Suite (Word Excel PowerPoint) with experience in managing data generating reports and maintaining accurate records.
• Experience in handling logistics tasks including booking accommodation managing supplies and supporting uniform distribution.

Essential Skills:

• Detailoriented with a focus on maintaining order in documentation and administrative processes.
• Strong organizational skills with the ability to manage multiple tasks simultaneously and ensure deadlines are met.

• Ability to work calmly under pressure and meet multiple deadlines.

• Flexible in a constantly evolving environment with good proactive problemsolving skills.
• Strong verbal and written communications skills fluent in both written and spoken English.

• Experience of working in Qatar or GCC region.

Expected Contract Length:

From February 2025 to 28th February 2027