Guest & Media Services Coordinator

Role Overview

Employment Details

• Location: Saudi Arabia.
• Employment type: project-based.
• Duration: ASAP to Feb/March 2027.

Media Services Coordination

• Coordinate operational services required by media representatives throughout the tournament.
• Support the planning and delivery of transportation, accommodation, and catering arrangements.
• Liaise with hotels, transport providers, catering suppliers, venue teams, and relevant internal departments.
• Maintain accurate service lists, operational schedules, and records.
• Monitor service delivery, identify issues, and coordinate timely solutions.
• Ensure arrangements align with match schedules and operational requirements.

Media Accommodation

• Coordinate hotel accommodation arrangements for media representatives.
• Liaise with hotels regarding room availability, reservations, allocations, and special requirements.
• Prepare and cross-check rooming lists, booking confirmations, and accommodation schedules.
• Monitor occupancy, check-in and check-out arrangements, and changes to bookings.
• Follow up with hotel contacts to resolve discrepancies and last-minute changes.
• Ensure accommodation requirements are communicated accurately to all relevant stakeholders.

Media Catering

• Coordinate catering services for media representatives at designated venues and operational locations.
• Liaise with venue catering teams and suppliers regarding menus, quantities, delivery schedules, and service arrangements.
• Forecast meal requirements for each match based on expected media attendance and operational plans.
• Calculate and communicate catering quantities in advance of match days.
• Monitor catering delivery and ensure agreed service requirements are met.
• Address shortages, changes in attendance, and other catering-related issues.

Media Transportation

• Coordinate transportation arrangements for media representatives between designated hotels, venues, and other operational locations.
• Liaise with transport providers regarding vehicle requirements, schedules, routes, and availability.
• Ensure transportation plans align with media schedules, match timings, and venue access requirements.
• Monitor transport operations and respond to schedule changes or service disruptions.
• Communicate updates and resolve transportation issues with relevant stakeholders.

Reporting and Operational Support

• Prepare and maintain operational plans, service schedules, forecasts, and reports.
• Track service requirements, outstanding actions, and operational issues.
• Coordinate with relevant departments to ensure services are delivered on time.
• Escalate significant issues and operational risks to the relevant management team.
• Support operational readiness activities and service planning ahead of match days.

Requirements

• Proven experience in operations, event operations, hospitality, or service coordination.
• Previous experience in at least one of transportation, accommodation, catering, or hospitality operations.
• Experience in major sporting events, international tournaments, or large-scale events is highly desirable.
• Strong organizational, planning, and coordination skills.
• Ability to manage schedules, operational lists, forecasts, and reports accurately.
• Strong communication and stakeholder management skills.
• Proficiency in Microsoft Office, particularly Excel.
• Ability to work under pressure and manage changing operational requirements.
• Flexibility to work on match days, weekends, and extended hours when required.

Preferred Candidate Profile

• Hands-on operations professional with experience coordinating services, suppliers, and logistics in a busy event environment.
• Comfortable working with hotels, catering teams, transport providers, and venue operations teams.
• Candidates with general event operations or hospitality experience are encouraged to apply, even without a dedicated media services role.