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CATERING ADMINISTRATION MANAGER

 

If this seems like the perfect job for you, please get in touch by sending your CV with an accompanying cover letter to: qatar.recruitment@match-hospitality.com
*All roles will require relocating to Qatar once boarders have reopened and international travel is safe once again.

 

JOB DESCRIPTION
Job Title: Catering Administration Manager
Reports To: Senior Catering Contract Manager
Direct Reports: Catering Administration Coordinator

 

External Relationships: Catering Service Providers, Sub-contractors, Material Suppliers, Local Government Authorities, FIFA, Q22, Supreme Committee for Delivery & Legacy.
Internal Relationships: Senior Management, Procurement team, Finance, Legal, Inventory & Fulfilment team, Guest Services team, Sales/Revenue team, Marketing team, Customer Services, IT team, Technical & Operations team, Affiliates Programme team, Human Resource Management. VIP Programme team (if applicable)

 

Job Summary: The Catering Administration Manager will be part of the MATCH Hospitality Catering Department. The candidate will be responsible for the general administration of the Catering Department for the Official Hospitality Programmes (Commercial/Affiliates) at all stadiums and villages for the FIFA World Cup Qatar 2022™.

During the planning phase, the candidate will be responsible for the administration of all Catering Department procurement, contract management and central management systems whilst managing the HR and office administration requirements of the department.

During the operational phase, the Catering Administration Manager will assist with communication of information from the MATCH Hospitality central HQ team to the MATCH Venue Operations teams and suppliers whilst ensuring all necessary internal and external ordering and reporting is communicated, received, tracked and processed. *There is the possibility that the role may also evolve into an operational role at venue level. This will be determined further into the project.

 

Key Accountabilities – Planning Phase
Strategy:
• Manage the administration tasks related to the development and implementation of the catering strategy and concept of operations for the FIFA World Cup 2022™ and any preceding test events in Qatar for the following programmes:
  o Commercial Hospitality Programme
  o FIFA Affiliates Hospitality Programme
  o VIP Programme (if applicable)
• Assist with the research and analysis of the local and international market to assess potential suppliers and partners and develop the procurement strategy
Human Resource:
• Assist with the hiring process and selecting of candidates for designated roles in line with the personnel structure and recruitment plan
• Provide support for all Catering Department recruitment administration such as advertising positions, vetting candidates, organising and all necessary correspondence
• Provide any necessary support to the HR and Event Logistics Departments by assisting the contract, visas and relocation administration of all Catering Department new starters
• Setup all necessary IT hardware for new starters and assist with onboarding of key IT services and various MATCH servers and cloud-based portals
• Organise and plan an itinerary for the first week of all Catering Department new starters to include all relocation admin as well as onboarding of key information and introductions to key people
• In conjunction with the senior members of the department organise manage and coordinate the Venue Team Training Project and related administrative processes
• Monitor, review and manage your direct report to ensure that they complete their allocated tasks as part of the overall achievement of the project plan
• Maintain a positive team culture where all members work in collaboration and support each other as required
Procurement & Contract Management:
• Assist with the procurement, tender, appointment and contracting administration for both service and material supply along-side the Senior Contract Manager and other key departments within MATCH Hospitality
• Assist with the administration and drafting of all key documentation at all stages of the procurement process
• Coordinate the collation of Catering Service Providers’ project planning deliverables and other pre-event obligations ready for senior team review
• Assist where necessary the Senior Catering Technical Manager to manage the domestic and international procurement of materials and international logistics and freight
• Work with the Senior Contract Manager and Finance, Budget Monitoring and Procurement departments to help process any necessary payments for catering suppliers and service providers.
• In conjunction with the Catering General Manager ensure commitment registers are kept up to date, purchase orders raised and authorised appropriately, and business is traded in the correct period
• Establish, maintain and update files databases, records, finance calendar, other payment schedule and other document flow
Office Administration:
• Develop and execute consistent processes for scheduling internal and external meetings and formal correspondence prior and post meeting
• Execute any necessary minute taking and action registers during formal meetings
• Liaise with the other MATCH Hospitality departments in order to provide relevant information and/or assistance for completion of all tasks when needed
• Organise regular internal and inter-departmental social events
• Assist with the administration and access of external visitors to the MATCH Hospitality office as well as Catering Department external meetings and venue visits
• Manage the consistent approach and regular update of the Catering Department document mapping and online cloud-based share folder organisation
• Assist with establishing the process and consolidation of all post event reports and knowledge transfer
• Assist with general day to day office administration such as office access cards, desk layouts, furniture and IT issues and stationary ordering
Project Management:
• Understand the key timelines, milestones and deliverables of the hospitality project programme and support the Catering General Manager in ensuring that progress is tracked, and deadlines are met
• Provide on-going reports to the Catering General Manager regarding the monthly progress and activities on the various projects in hand
• In conjunction with Catering Department central management team, assist with the administration of department risk registers, issues trackers as well as other central management documents
• Organise, schedule and minute take meetings representing MATCH Hospitality Catering Department's interests with Catering Service Providers, FIFA World Cup™ Stakeholders and or other clients/ partners
Stakeholder Management:
• Develop and maintain sound professional relationships with the Supreme Committee, Q22, FIFA, Host City municipalities and other officials and stakeholders relating to all Official Hospitality Programme’s catering planning, production and operations
Match Day Information:
• Act as a central conduit between the various MATCH Hospitality Departments that provide match day information such as guest numbers, match day reports, special requests and information as well as late sales
• Develop an understanding of how the internal sales administration system works in relation to the post sale, guest allocation information that is processed to generate the match day guest list and allocation reports prior to match day
• Assist with the development processes and systems to ensure that all client requests are monitored, communicated, actioned and followed up
• Assist with the development of the table plan and allocation procedure and act as a conduit between MATCH Hospitality venue teams, catering service providers and other relevant departments
Key Accountabilities – Operational Phase
Management of Catering Service Providers:
• Provide support and communication to Catering Service Providers at an administration level
• Receive and collate all match day information and share with Catering Service Providers in a timely, consistent and concise manner in close consultation with the central management team
• Provide support to the Senior Catering Contract Manager for the contractual administration of all Catering Department contracts during the operational phase, including but not limited to the Guest Catering Order Numbers process
• Receive, track and consolidate the Catering Service Providers’ Match Day Reports and Reconciliation Reports
Reporting:
• Assist with the development of efficient reporting systems for MATCH Hospitality venue teams, FIFA/LOC at the stadiums and during Exclusive Use Period
• Track and consolidate all daily readiness reports and catering match day operational service reports
• Track and consolidate Catering Service Providers’ KPIs and any necessary consumption and reconciliation reports for each match
• Track and consolidate all venue Issue logs and risk assessments

 

General
• The candidate will act in compliance with MATCH Hospitality contract terms, policies and procedures
• Due to the nature of the business you will be required to work long hours and at weekends as required
• This is an evolving position that will develop over time. The nature of these events is such that it may be necessary to amend or add to your responsibilities as we get closer to the event and you may be required to perform any task that is allocated to you, specific to the projects at hand.

 

Knowledge, Skills and Experience
Essential Experience:
• Minimum 5 years of experience in large scale international sport events preferably in the field of Hospitality Catering Operations
• Experience of international event services and contract administration
• Experience assisting with the process of contract management such as deliverables administration
• Experience managing the day to day administration of an office including new starter and HR admin
• Experience interacting with exacting, high profile clients, VIP/VVIP guests and protocols for IPPs and Heads of State
• Experience in working in a multi-cultural organisation and with international stakeholders such as Government Organisations, Sporting Federations and Local Organising Committees
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 problem-solving skills
• Strong project management and time management skills
• Strong administration and IT skills including Microsoft Office and Cloud based Programmes
• Ability to understand and extract relevant data and information from large spreadsheets
• Strong verbal and written communications skills
• Excellent team leader
Desirable:
• Relevant University/ College Degree strongly desired
• Fluent in both written and spoken Arabic and English
• Experience of working in Qatar or GCC region
• Qualifications in Food Safety (CIEH), Culinary and or Food Technology
• Qualification in IOSH Managing Safety