Hotel Manager Global Sporting Event

The Hotel Manager will manage all room allocations and rooming related matters at programme hotel(s) prior to and during the event.

This is a contract position starting spring of 2026 until July 2026, working on a client project for the Global Sporting Event in the US.

Key Responsibilities: 

• Pre-event planning and organisation of all matters concerning bedrooms within the hotel(s)
• Organisation of guest and staff rooming lists
• Understand hotel bedroom floor plans and iLUKA hotel room blocks
• Understand iLUKA’s bespoke database (Pulse) accommodation section and respective reports
• Allocate room numbers to guests noting any special requirements
• Deliver iLUKA rooming lists to hotels for entry into the hotel property management system and manage all amendments
• Ensure proper maintenance of hotel bedrooms and guest facing areas within all programme hotels
• Be familiar with all room features; lights, shower, mini-bar, safe, TV, heating/air-conditioning, door locks etc.
• Develop a clear understanding of the hospitality programme and daily schedule
• Build strong relationship with the Hotel General Manager(s) and key hotel teams to ensure smooth running of onsite operations and manage rooming communications
• Liaise with the hotel to ensure effective daily housekeeping schedules; and turndown service where applicable; thus, ensuring that all rooms are cleaned to the quality required and in a timely fashion
• Liaise with hotel housekeeping team to monitor cleaning of rooms and ensure all bedrooms are ready in time for guest arrival
• Prepare Hotel Operations Manual, to include policies and procedures for all possible circumstances
• Procedures for the management of all rooming-list data including amendments, guest room moves and any necessary changes
• Work with the Guest Services Manager and Hotel Front Desk to refine arrival and departure procedures
• Liaise with the Guest Communications Manager to track changes of all guest information including no-shows, late cancellations, late additions, and extensions
• Manage any changes as necessary; schedule changes, room moves, room upgrades etc.
• Liaise with Merchandise Team & Hotel Housekeeping to ensure system for safe and correct delivery of premium products to guest rooms 
• Develop systems for checking all rooms prior to guest arrival 
• Co-ordinate Hotel Registration process with Guest Services and the Hotel 
• Liaise with Hotel Porter Team to establish procedures for the distribution and collection of luggage 
• Work with iLUKA Transport Team to establish luggage handling procedures 
• Devise and implement hotel bedroom procedures with the Hotel (housekeeping, luggage delivery, billing) 
• Assist client with guest room number allocation 
• Ensure a correct and updated rooming list is distributed daily to all iLUKA departments, as required
• Use iLUKA guest registration and hotel system to ensure quick, efficient check-in process and ensure all guests are personally welcomed, fully briefed of next point of contact, event timings and receive welcome packs including premiums and credentials
• Develop process with the hotel to manage the delivery of premiums to rooms 
• Manage room quality control during event, ensuring rooms are suitable and prepared prior to guest arrival
• Manage room allocation, including schedule changes and room upgrades
• Manage any guest incidental payments and ensure all guest billing is complete prior to their departure
• Demonstrate friendly, professional and efficient service with clients, hotel teams and guests
• Implement daily meetings with key hotel staff in order to manage/reconcile accounts and brief hotel of daily schedule and any necessary changes
• Devise authorisation process for any room changes between team and hotel staff
• Liaise with Airport & Transport team to ensure efficient arrival & departure systems
• Devise and implement a system for checking guest arrival & departure information
• Liaise with Guest Communications Team to ensure all reports/information communicated as necessary
• Assist Programme teams in planning and delivery of Event/Hotel Host training
• Ensure team is thoroughly briefed on the client hierarchy and is conversant with appropriate etiquette
• Devise effective communication system is in place to notify guests & team of any programme changes
• Motivate team to ensure delivery of excellent service levels at all times

This is not an exhaustive list, and all team members will be expected to contribute to any other aspects of the business, as necessary.

Skills, Knowledge and Expertise:

• Fluent in English
• Excellent communications skills
• Quality service orientated with a “Can Do” attitude
• Management skills
• Previous experience of hotel room operations
• Methodical, accurate and an eye for detail
• Good IT skills, especially with Excel and hotel databases/room allocation systems
• Flexible approach to working hours and ability to adapt to a dynamic environment
• High Level understanding of what constitutes excellent customer service
• Able to build rapport at all levels
• Experience of handling VIP guests
• Ability to multi-task and meet strict deadlines
• Ability to work in a calm, professional manner
• Ability to lead, train and motivate the hospitality team to deliver exemplary service

Attributes:

• High energy, comfortable working potentially long hours in a demanding but rewarding   and friendly environment
• Flexible, enthusiastic, confident, outgoing
• Willing to roll sleeves up and get involved
• Passionate about sport, hospitality and delivery 
• Able to work in a calm, kind and professional manner in a pressured environment
• Ability to prioritise a demanding workload