Hotel Coordinator

Full Time
The iLUKA Collective are looking for a Hotel Coordinator to assist the Hotel & Rooms team to manage all room allocations and rooming related matters at programme hotels prior and during the event.

Full description

Application deadline: There is no fixed application deadline for this position, applications will close once The iLUKA Collective have completed events team hiring in preparation for Paris 2024. Applications will be assessed upon submission. Good luck!

Expected start date: Several start dates in 2023 are available for this position and can be discussed upon interview.

The iLUKA Collective is a specialised agency, developing and delivering coordinated strategic activations for sponsors and other stakeholders at global events.

We are experts in executing cutting edge event hospitality experiences born from intelligent strategic direction. Our heritage is big events for big companies looking for strategic and measured solutions which focus on creating the unforgettable experiences for stakeholders that are integral to sponsors success.

Our experience working with Sponsors, Organising Committees, International Sporting Federations, Governing Bodies and Host City stakeholders enables us to develop our client's sponsorship story to ensure that activations maximise the communication of their messages as well as guide global teams and their local markets through the unique complexities of delivering effectively at global events.

At The iLUKA Collective, we take people seriously, hospitality is about people, it is people that drive the difference. Our project teams create extraordinary hospitality programmes for our guests and our team lift that experience to truly create a once in a lifetime experience. The iLUKA Collective is renowned for the teams we build, we hire great people in order to deliver great events, we expect our teams to be professional, dedicated and full of energy. If that is you and you are interested in working at the world’s premier global sporting events, we are always keen to meet people who share the same passions as us.

We have opportunities for those who speak French and hold the right to work in France.

Hotel Coordinator

  • 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 the iLUKA bespoke systems (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 assist the Manager, Hotel & Rooms with management of all amendments
  • Ensure proper maintenance of hotel bedrooms and guest facing areas within the hotel(s)
  • 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 relationships with key hotel teams to ensure smooth running of onsite operations and manage rooming communications
  • Liaise with the hotel(s) 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
  • Work closely with Manager, Hotel & Rooms to prepare hotel operations manual, to include policies and procedures for all possible circumstances
  • Work with Guest Services Managers and Hotel Front Desk to refine arrival and departure procedures
  • Liaise with the Manager, Hotel & Rooms and the Manager, Guest Communications 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.
  • Ensure a correct and updated rooming list is distributed daily to all iLUKA departments, as required
  • Assist in the management and delivery of premiums to guest rooms
  • Assist with chasing any guest incidental payments and ensure all guest billing is complete prior to their departure
  • Manage room allocation, including schedule changes and room upgrades
  • Demonstrate friendly, professional and efficient service with clients, hotel teams and guests
  • Assist the Manager, Hotel & Rooms in the planning of Event/Hotel Host training
  • Management of Hosting team
  • Point of contact for guests and host team for issue resolution

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

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