Hotel Operations Manager

Responsibilities (include, but are not limited to the following):

Accommodations

• Oversee management of all Jet Set Sports and CoSports’ clients and Staff accommodations.

• Assist with procuring inventory and ensure timely payment.

Hotel Operations

• Develop solid working relationships with Jet Set Sports Client Services Team and Management within Jet Set Sports/CoSport. Guide and assist with requests. 
• Assist with Guest/Client correspondence as required.
• Develop solid working relationships with hotel and Olympic Organizing Committee contacts.
• Create and maintain vendor/supplier liaison.
• Develop and implement operational policies and procedures. Create supporting documents as needed.
•  Review room and hotel operations procedures with Games-time Hotels.
• Inspect room allocation inventories, complete detailed room inventory reports and build inventory within the Jet Set Sports OMS (Olympic Management System).
• Procure room numbers allocations base from confirmed inventory in advance of the Games. 
• Maintain updated room inventory and financials.
• Negotiate pricing, reserve and manage Pre and Post Olympic Nights with each required hotel.
• Develop the hotel rooming lists for all Jet Set Sports/CoSport clients. Determine each Clients specific room block allocation.
• Manage Special requests.
• Determine all hotel services and pricing esp. additional budget items outside of hotel’s contractual obligations.
• Assist CSMs with creating and linking Guest Registrations. Ensure all room block have registrations attached before sending Guest Manifest details to the hotels.
• Provide operational information and documentation to hotels in an effective manner.
• Assist with forecasts and budget creation, management, implementation and reconciliation.
• Develop hotel billing/accounting procedures.
• Manage hotel contracts and payments. Submit invoice to accounting for timely payment.
• Manage hotel reconciliations – JSS to hotels/sponsorship agreements and clients to JSS.
• Manage JSS/CoSport CSM to Hotel CSM relationships.  Outline assignments, make introductions and assist with handoffs.
• Research/liaison and plan for all Program Resume components for clients within each Hotel location.

Hospitality

• Site, manage and secure suitable hotel hospitality and office spaces based on clients contracted needs and additional requests.

• Secure office space and lobby desks for JSS/CoSport as needed at hotels during Games-time.

• Assist with preparations and planning of floor plans, fit-outs, décor and other requirements for hospitality suites, offices and other locations as required.

• Assist with sourcing and contracting of all vendors, suppliers and products required.

• Assist with sourcing information and preparing all vendor orders, delivery timelines, service guidelines and assisting in the preparation of vendor contracts.

• Assist with development of standards and procedures and operations plans for the Hospitality location when required.

• Research and develop program content as required for each Hospitality location.

• Build a solid working relationship with key staff/vendors at each Hospitality location.

Staffing

• Assist with recruitment and interviewing of both FTEs and Games-time employment for Hotel and F&B Operations Department.

• Formulate staff rosters and Games-time scheduling.

•  Secure, allocate and manage staff accommodations.

• Manage staff information and distribute required documentation and notices.

• Facilitate planning and implementation of staff training for both FTEs and Games-time employees. Produce staff training manual when required.

Technology

• Undergo training on OMS (Olympic Management System) and then assist in the management, monitoring and inputting/updating of data within the OMS for all program components as requested/required, such as:

• Accommodations Inventory Management

• Guest Registration Management/ Client View

• F&B/Hospitality Program Management

• Employment

• Accounting

• Utilize Excel, Word, Powerpoint and Outlook to assist with reporting, presentations and communication.

• Assist as a liaison for development of new inventory tracking system.

Reporting

• Manage data compilation and maintain data tracking for current and future host cities.
•  Manage dedicated database system and operational/reporting tools.
• Develop and maintain timelines, planning and reporting tools within shared network for daily operations and Games-time specific templates.
• Assist Client Service Managers (CSMs) with creating PDNs (program development notice) and process PDNs according to management approval for requests above contract.
• Develop and manage client approval processes and tools.
• Attend and participate in Hotel and F&B Operation meetings reviewing operational timelines and progress reports for each venue.
• Maintain weekly status report as pertains to hotel operations, accommodations and staffing.

Sites

• Conduct hotel site inspection trips in Olympic Cities.

• Book site inspections and guest rooms on behalf of the CSMs, our Clients and our internal departments.

• Manage contracted Pre Olympic Nights in relation to these booked sites.

• Participate in client operational planning meetings and site inspections as required.

•  Working knowledge of hotel operations: rooms, front desk and banquets.
•  Computer literate with strong working knowledge of Outlook, Excel and Word and Power Point.
• Ability to retain a positive attitude while multitasking in a fast paced environment with high pressure and short deadlines and constant changes.
• Must be proactive with a strong interpersonal communication, reasoning and decision making skill set.
• Willing and able to travel for extended periods of time.
• Job can be physically demanding with requirement of extensive work schedule leading up to and during the Olympic period.
• Previous Hotel or program management work experience in an Olympic or International Sporting Event experience is a plus.