Team Operations Manager 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 Manager (Accreditation and Visa Focus) at the Hospitality Division plays a critical role in managing the accreditation & event visa processes for internal personnel and external suppliers involved in different projects & events throughout the calendar year.

Reporting to the Head of Team Operations and working closely with other team members this role ensures that processes run smoothly all personnel have the required access to perform their duties and that suppliers are compliant with event regulations adhering to deadlines.

This is a critical role requiring strong project management stakeholder engagement and organizational skills to support the successful execution of worldclass events. During the planning phase they will also support the overall Team Operations administration and logistics tasks to ensure the best staff logistics coordination.

During the event operational phase the Team Operations Manager acts as the central point of contact for all matters related to the event accreditation and visa Operations.

Event Accreditation Management

• Manage the endtoend accreditation project for internal and external personnel ensuring compliance with event regulations. This includes access rights coordination data collection and input into the official accreditation systems suppliers management general reporting and distribution of passes to service providers and suppliers.
• Serve as a central point of contact for delivering the event accreditation project information to all Hospitality Divisions service providers and suppliers. Train inform and manage them on all processes guidelines and any other related tasks.
• Coordinate with the event organizers to ensure alignment of accreditation timelines with overall operations schedules. Identify potential issues and raise risks to the Head of Team Operations as needed.
• Guide monitor and train all hospitality suppliers accreditation applications (quantities approvals follows up) ensuring they align with their contractual Key Performance Indicators (KPIs) and project timeline. Evaluate and raise potential risks analyze solutions and implement the necessary actions to ensure the success of the project.
• Work closely with the Head of Team Operations and Team Operations Administrator to manage the accreditation process effectively ensuring all necessary information is shared in a timely and organized manner and always ensuring data integrity and accuracy.
• Provide ontheground support at event venues to manage any lastminute accreditation requests troubleshooting system issues or resolving discrepancies. Ensure that all staff and suppliers have the correct access levels during the event.

Event Visa Management

• Oversee the eventspecific visa application process for the companys team members and external suppliers ensuring timely and accurate processing for different projects & events of the hospitality division.
• Be the main liaison between suppliers the company and event organizers to assist with their event visa applications ensuring that all documentation is submitted correctly and in accordance witH event regulations and deadlines.
• Lead the collection of required documents (e.g. passports personal photos) submission of visa applications and regularly track the progress of applications ensuring that any potential issues are addressed swiftly.
• Handle any visarelated issues that may arise such as delays rejections or discrepancies in documentation. Escalate issues to senior management as needed to avoid disruptions to the event schedule.

Team Operations Cross Functions

• Work in close collaboration with other team members from the Hospitality Division ensuring a cohesive and positive approach to all planning training and operational requirement.
• Support the Head of Team Logistics on the daily operations administration and logistics management of the Hospitality Divisions team ensuring smooth operations across regional and international projects whilst meeting critical event requirements and timelines. This includes recruitment processes personnel relocation accommodation and transportation event uniform and others.

Training Meetings and Communication

• Organise and lead regular training sessions for suppliers on accreditation and visa procedures ensuring they are familiar with the systems deadlines and required documentation.
• Attend and contribute to internal and external meetings with the Head of Team Operations and other Hospitality Operations team members as well as external suppliers providing updates on the status of accreditation and visa processes.
• Develop and distribute clear guidelines and documentation to both internal staff and suppliers outlining the steps timelines and expectations for accreditation and visa procedures.

Data Management and Reporting

• Ensure that all accreditation and visarelated data is accurately inputted into the relevant systems and databases making approvals where necessary and tracking progress in realtime.
• Produce reports detailing the progress of accreditation and visa applications for employees and suppliers including information on number of applications processed status updates (approved pending or rejected) and any bottlenecks or risks identified.

• Following the completion of each event compile a postevent accreditation and visa report that includes key insights issues and recommendations for process improvements. Lead the review meetings with each supplier.

Event Team Meal Program

• Manage the event meal program for internal personnel including ordering payment collection and distribution of food vouchers or similar arrangements via organizing committees.
• Oversee meal planning for internal teams ensuring efficient ordering and distribution of food vouchers or similar arrangements.
• Explore alternative options for meal programs when necessary maintaining costeffectiveness and highquality provisions.

Event Coordination and Support

• Liaise with official event organisers to coordinate the collection of accreditation badges passes and related materials. Ensure that all required accreditations are received on time and comply with event regulations.
• 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.
• Serve as the key onsite contact for accreditation and visarelated issues during events ensuring smooth access for all staff and suppliers. Provide realtime solutions for lastminute accreditation changes or issues.
• Manage any lastminute changes to accreditation including reissuing lost or incorrect badges.
• Act as the point of contact for any accreditationrelated inquiries during the event.
• Work with suppliers onsite to ensure their accreditation badges visas and access rights are in place and valid for the duration of the event. Handle any issues regarding badge printing replacement or security access.

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:

• Minimum 3 years experience in working in largescale events preferably within the hospitality sector.
• Previous experience managing accreditation processes for largescale events.
• Proven experience in operations or project management event management or logistics sectors.

• Strong project management skills with a track record of leading logistics operations across multiple projects.

• Experience working with data management systems and producing detailed reports.

Essential Skills:

• Ability to work calmly under pressure and meet multiple deadlines

• Meticulous attention to detail

• Flexible in a constantly evolving environment with good proactive problemsolving skills

• Strong project management and time management skills

• Good administration and IT skills including Microsoft Office and Cloud based Programmes

• Strong verbal and written communications skills fluent in both written and spoken English

• Excellent team leader and developer of junior management team

• Experience of working in Qatar or GCC region

Expected Contract Length:

From 1st March 2025 to 18th February 2027