Villages Allotment Coordinator

Company Description

Take the chance to work for the Organization in charge of delivering one of the biggest and most prestigious events in sport field! Feel the Olympic and Paralympic energy joining us at Fondazione Milano Cortina 2026, leaving a mark in the sport history!

BREAK THE ICE!

Fondazione Milano Cortina 2026 is the Organizing Committee for the Olympic and Paralympic Winter Games of 2026, carrying on the organization, promotion and communication of the sporting and cultural events related to the next Winter Games.

We are driven by the following values: respect, determination, legacy, engagement and sustainability.

Milano Cortina 2026 will be the first large-scale Olympics in history: 13 Olympic venues, 21 provincial capitals, 2,300 municipalities directly involved, over an area of 22,000 square km.

The Milano Cortina 2026 Organizing Committee has been established in 2019 with the purpose of organizing Olympic and Paralympic Games in compliance with the Host City Contract signed jointly by the International Olympic Committee (IOC), the two cities of Milano and Cortina and the Italian National Olympic Committee (CONI).

Furthermore, the Italian Paralympic Committee, the Regions of Lombardy and Veneto, as well as the Autonomous Provinces of Trento and Bolzano/Bozen are all partners in this major national-level project, with the support of the Italian Government.

Position

The Olympic and Paralympic Villages are the hearts of the Olympic and Paralympic Games, being the main home of athletes and primary team officials.
Under the Villages Allotment Senior Coordinator guidelines, the Villages Allotment Coordinator position has the key role of develop all the assignation of spaces within the 6 Olympic Villages and 3 Paralympic Villages for the housing and non-housing spaces, main focus on the National Olympic Committees (NOCs) and National Paralympic Committees (NPCs) entitlement spaces.

This position is responsible to develop the key material and content of the housing and non-housing information (drawings) that will be provided to NOCs and NPCs, following their entitlements for accommodation and operational spaces (dedicated offices, meeting, medical and storage spaces), in all the Villages.
This process is takes into consideration communications, data analyses, preferences and priorities from the approximately 90 NOCs and 50 NPCs.

This position is crucial to guarantee the required level of information and drawing materials to be ready on the starting of communications with NOCs and NPCs, expected to be from Q3 of 2024.
Considering that Milano Cortina 2026 has a total of 6 Olympic Villages and 3 Paralympic Villages, NOCs and NPCs required a level of detailed which is very specific to allow them to better plan the use of their spaces and also to support the VIL FA to have early agreements with NOCs and NPCs in which areas will be occupy by these nations.

All the initial material is required to be ready for the Q4 2024 to allow VIL allotment team to expand their discussions with NOCs and NPCs during the Chef de Mission (CdM) Seminar in 2025 (Q1), during the one-to-one meetings.

From middle/end of 2024 onwards (intensified from 2025), there will be a significant increase of communications with NOCs and NPCs, including follow-up/weekly meetings, aligning of space provision and space planning discussions.
Potential onsite visits and inspections to be considered. Besides that, constantly IOC & IPC updates regarding the inventory and NOC/NPC allotment planning and communications.

Also from 2025 onwards, assisting on the I&I operations planning and delivering during Games time will be part of the scope of the position and involvement in the Games.

Requirements

• Collaborate with different FAs (e.g., NCS, TEC, VNI, LOG, RTC) to aligned NOC and NPC requirements and entitlements;
• Create detailed floor plans and layouts for the villages, incorporating relevant information required by NOCs and NPCs, and ensuring compliance with all safety and accessibility standards;
• Manage and update the allotment database, keeping track of changes, special requests, and specific requirements from different delegations, and communicate this information effectively to all relevant parties;
• Provide ongoing support during the Games, addressing any unforeseen spatial challenges or changes in accommodation needs, and working closely with the logistics and operational teams;
• Support on the transition of the allotment process from Olympic to Paralympic Games in the 3 Villages;
• Ideal to have knowledge of AutoCAD software to revise design and plans already existing of residential spaces within the Olympic and Paralympic Villages;
• The above description and key deliverables may be adjust due to the progress of the project and adaptions required within the team during planning and games time phases.

Essentials:

• Excellent communication and collaboration skills to work effectively with diverse stakeholders and manage the dynamic nature of accommodation planning in projects and/or major events;
• Excellent Office 365 platform (especially Excel, PowerPoint and Word);
• Fluently in English (written and spoken);
• Database experience is a must;
• Attention to detail and problem-solving abilities to ensure that the allotted spaces meet both functional and aesthetic requirements;
• Ability to work under pressure and adhere to strict timelines.

Other information

Fondazione Milano Cortina 2026 is committed in building an inclusive and diversified working environment, striving to guarantee equal opportunities for all workers (L.903/77) and promote the integration into its workforce of persons with disabilities (L.68/99).