YOUR MAIN TASKS

Hotels:

• Research Hotels:
  Conduct research on suitable hotels for events.
• Negotiate Terms:
  Negotiate prices and cancellation policies with hotels.
• Booking Responsibilities:
  Book all required rooms and event spaces for staff and clients.
• Room List Management:
  Draft and maintain room lists, ensuring they are updated when changes occur.
• Briefing and Relationship Management:
  Brief the hotel on group requirements and specifics, while maintaining the relationship as the primary point of contact.
• Information Gathering:
  Gather any necessary information for briefing staff in the master file.
• Problem Solving:
  Resolve last-minute issues at the event for staff and clients.

Catering:

• Menu Planning:
  Determine menu choices based on customer requirements, including price and dietary restrictions.
• Food Timing and Quantity:
  Ensure that food timing and quantities are adhered to during the event.
• Group Requirements Communication:
  Communicate group requirements, specifics, and timetable with the catering company.
• Catering Briefing:
  Brief catering teams (both crew and public) on our event-specific needs and requirements, ensuring they adapt their offerings accordingly.
• Catering Delivery Coordination:
  Collaborate with catering teams to identify the best possible approach and setup to guarantee efficient and successful catering delivery within requested timeframes.
• Crew and Public Catering Management:
  Oversee both crew and public catering, as well as any staff, client, or group dinners during event days.
• Crew Catering Needs:
  Define and order crew catering needs from local supermarkets, including sweets, drinks, and coffee.

Travel:

• Travel Organisation:
  Organise travel for players and staff, supervising communication with flight companies.
• Travel Claims Oversight:
  Oversee travel and accommodation claims for events.
• Preference Enquiries:
  Enquire about players' and staff preferences for flights and book accordingly, within company and project guidelines.

Staff Accreditation:

• Documentation Management:
  Manage documentation and information related to staff accreditation and on-site needs (e.g., access via badges/wristbands, staff shirt handout, management of radios/walkie-talkies, food vouchers).
• Centralised Staff Information:
  Maintain a centralised file of all staff information (hospitality tracker).
• On-Site Check-in Management:
  Manage on-site staff check-in and provide support as needed.

Administration:

• Invoice Follow-up:
  Follow up on invoices to ensure payments are made correctly.
• Budget Communication:
  Ensure all information is communicated accurately to the project manager regarding the budget.
• Reimbursement Management:
  Follow up on reimbursed payments that need to be refunded back to Fanfinity or vice versa.

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WHAT YOU BRING

Education:

• Bachelor’s degree in Event Management, Tourism, or Hospitality Management

Knowledge:

• Languages: You speak English fluently; additional languages are a plus.
• IT Skills: You are familiar with Google Workspace, Slack, and Trello.
• Additional Knowledge: Understanding of gaming and community dynamics is a plus.

Skills:

• Proactive and able to take initiative
• Flexible and adaptable to changing circumstances
• Strong collaboration and communication skills
• Ability to function effectively under stress
• Capable of working independently
• Excellent planning and organisational skills
• High attention to detail and accuracy

Professional Experience:

• Over 2 years of experience in events, tourism, or hospitality.

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