HQ Administration 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 HQ Administration Manager for the Hospitality Division plays a critical role in supporting the procurement of all services and materials for different projects & events throughout the calendar year.

Reporting to the Head of Hospitality Procurement this role is responsible for all administrative processes related to financial tracking and budget monitoring for the Hospitality Division. The candidate will ensure smooth coordination of finance processes logging and tracking key contractual information and ensure smooth operational reporting from preevent planning through to postevent reconciliation.

During the operational phases of each event the HQ Administration Manager acts as the central point of contact between the HQ and Event Teams ensuring the timely transmission of contractual information to operations suppliers and service providers.

Procurement & Contract Management

• Support the Procurement Team in developing and implementing the Procurement & Contract Management processes for all Hospitality Divisions projects and events ensuring compliance with terms and conditions throughout the planning phase.

• Draft key documentation at all stages of the process including tenders tracking responses financial analysis and evaluation reports.

• Conduct market research data analysis and benchmarking of local and international markets identifying optimal procurement partners and suppliers and assisting with early engagement and relationship management.

• Create financial summary documentation to support procurement approval forms and analyse financial models from Request for Quotations (RFQ) and Request for Proposals (RFP) submissions.

• Manage the contract administration processes extracting key financial data to generate cash flow reports and ensuring alignment with Finance and procurement goals.

• Compare costs against budgets and prepare reports for Senior Management.

• Collaborate with the Hospitality Division team members and external service providers to gather and track project deliverables for senior management review.

• Collaborate with the Event Delivery Team on the procurement process for international goods assisting with the administration of logistics and freight.

Budget Monitoring and Finance

• Collaborate with the Finance and Procurement Team to define and streamline the payment process ensuring accurate reconciliation of all Hospitality Division contracts.

• Act as the main conduit of information with the companys global Finance teams working in conjunction with the Head of Hospitality Procurement to process payments for all suppliers and service providers in a timely manner.

• Develop and maintain a budget monitoring system tracking and logging all approved expenditure actual orders invoices and proof of payments whilst analysing financial projections department allocations and product costs.

• Continuously monitor actual expenditure against the approved budget to ensure accurate financial reporting analysing variances and identifying areas of concern.

• Create and manage the administration of all Purchase Orders (POs) from the Hospitality Division ensuring approvals are secured before any expenditure and financial commitments are made.

• Analyse financial data track variances and produce visual financial reports (graphs charts Power BI) to support decisionmaking and budget management.

• Support in project debrief and assist with implementing strategy for improving the finance and budget management processes from project to project.

• Establish maintain and update files databases records finance calendar other payment schedules and any other key budget related documentation.

Project Management

• Understand all projects and events key timelines milestones and deliverables supporting the Procurement Team in ensuring that progress is tracked deadlines are met smoothly and identified risks are reported to the senior team.

• Participate in meetings with service providers and stakeholders taking the lead when necessary and providing updates on projects progress.
• Provide regular progress reports to the Head of Hospitality Procurement including risk assessment issue tracking status update and any other central management documentation process implemented by the department.
• Support the Hospitality Division with the administration of adhoc business development projects and events.

Central HQ Management & Reporting

• Develop and deliver training sessions to inform internal teams Event Teams suppliers and service providers about eventtime processes focusing on the effective communication for the procurement and contractual reporting.

• Serve as a central point of contact for delivering contractually binding information to Event Teams and service providers including guest numbers and allocation Match Day Reports special requests and sales reports.

• Extract reports from various management systems (WHAS CRM Scantix Power BI) to support operational efficiency.

• Work closely with the Inventory & Fulfillment team to understand the post salesadministration system and guest allocation information which feeds into key reports.

• Work with the Customer Services team to process special request reports and key guest information distributing the consolidated information to the project and operational teams and Event Teams.

• Collaborate with the IT team to develop the Match Day Reports system and processes ensuring smooth information flow.
• Assist in the development of table plans and allocation procedures ensuring effective guest management during events.

• Develop and maintain the Supplier Change Requests Tracker process the Key Performance Indicators (KPI) defaults and all supporting documentation required for financial purposes.

• Establish efficient reporting systems between HQ and Event Teams ensuring comprehensive data collection and analysis including administering the collection of eventdays photos and operational reports.

• Track and consolidate all daily operational reports Service Providers KPIs and consumptions reports ensuring accurate reporting of performance metrics.

• Collect and analyse guest feedback to identify areas for operational improvement and ensure guests complaints are processed and resolved in a timely manner.

Key Accountabilities Post Event Phase

• Contribute to the financial reconciliation process of all Service Providers contracts including all change requests and KPI deductions and assist in ensuring contracts and official documentation is finalized and concluded.

• Support the wrapup of postevent budget monitoring ensuring all costs are accounted for and allocated accurately including product splits and reporting.

• In collaboration with the Head of Hospitality Procurement liaise with suppliers and service providers for the final financial reconciliation and balance agreement. Ensure that all necessary documentation for the Finance team to settle accounts are collected and invoices timely processed.

• Hold post event debrief meetings with internal teams as well as with external suppliers if required. Review and evaluate supplier performance postevent incorporating feedback to improve future procurement processes and supplier relationships.

• In collaboration with the Event Delivery Team assist with the dissolution strategy of the Hospitality Division assets maintaining inventory records and closing out supplier contracts.

• Assist with the Procurement of all service providers for future events.

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 is allocated to you specific to the projects at hand.
• Act in compliance with the companys contract terms policies and procedures.

Essential Experience:

• Minimum 5 years experience in finance or contract management
• Experience working with legal and financial documents such as tenders and contracts
• Experience in budget monitoring financial tracking and administration preferably in an events environment.
• Demonstrated experience managing multiple projects simultaneously and efficiently
• Experience working in a high pressure deadline driven environment
• Experience in coordinating briefs and tasks from multiple departments simultaneously.

Essential Skills:

• Experience working in large scale international sport events or leisure industry

• Ability to work calmly under pressure and meet multiple deadlines

• Have a sound understanding of financial models

• Flexible in a constantly evolving environment with good proactive problemsolving skills
• Strong project management and time management skills meticulous attention to detail and organisation skills
• Advanced user of Microsoft Excel and experience working with Microsoft Power BI
• Strong administration and IT skills including Microsoft Office and Cloud based Programmes
• Strong verbal and written communications skills fluent in both written and spoken English

• Experience of working in GCC region

Expected Contract Length:

From Q4 2024 to 9th April 2027.