Accommodation Coordinator

Overview

Description

The Milano Cortina Games requires the services of a Freelancer to be based flexibly around Cortina d'Ampezzo hotels for a short-term but key position within the Games Services Team. The Accommodation Coordinator will be within the co-working space of the hotels and assist the Accommodation Operations Manager and Accommodation Supervisor in the implementation of the Accommodation operational plan in the Host City during the Milan 2026 Olympics. The successful person should be very passionate and centred around hospitality and people service engagement and ultimately assist Games personnel in relocating to the Host country for The Games.

The Accommodation Coordinator is responsible for establishing and maintaining strong relationships with hotel partners in the Cortina d’Ampezzo area. This role involves collaborating with the hotel's operations and reservations teams to manage staff accommodations and ensure efficient check-in and check-out processes.

This role involves significant self-management and independence, with non-standard operational hours that may include night shifts within the EU. The schedule is flexible and not confined to typical office hours (9:00 AM to 6:00 PM), except for training sessions and specific meetings. The individual is responsible for managing their own schedule, including handling arrivals and departures, and working around the clock as needed. Operational tasks are spread throughout the day, requiring adaptability and efficient time management.

Duties
- Oversee and coordinate the workforce on-site for assigned properties;
- Assist with implementing OBS’s Accommodation operational plan;
- Ensure and oversee that OBS personnel receive guaranteed services at each host city accommodation;
- Oversee arrivals and departures to ensure smooth operations around the clock in the OBS assigned properties;
- Due to the nature of the position, fluency in English and Italian is required. An additional language, eg. German, is an asset;
- Coordinate the room allocation with the assigned hotels, ensuring OBS contracted properties meet room quantities and category booked;
- Extract and manage information from OBS software database (GRPS): including rooming lists and hotel details. Update Excel sheets and produce fact sheets;
- Prepare documents related to the accommodation plan, such as check-in/out schedules, meeting specifications, expense reports, daily schedules, and rooming lists;
- Conduct professional conversations with OCOG, and vendor representatives on accommodation-related topics;
- Conduct surveys and monitor accommodation readiness as scheduled;
- Interface empathetically with people from diverse backgrounds and solve problems as needed;
- Demonstrate strong problem-solving skills and adaptability to handle various tasks;
- Perform all tasks outlined in the service agreement and additional tasks as needed to achieve team objectives.

Experience

**Experience Requirements**
- 2-3 years of experience in accommodation, hospitality, tourism, or travel management, with strong networking and rapport-building skills;
- Experience in event organization, hotel event planning, reservations, or management is a plus. An established network is highly advantageous;
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant software or databases;
- Due to the nature of the position, excellent command of English and Italian are essential; additional languages such as German are an asset;
- Flexibility to work non-standard hours, including nights and weekends;
- Ability to meet the physical demands of the role.

**Skills Required**:

- Proven team player with excellent organizational skills, hardworking, deadline-oriented, and proactive;
- Ability to work well under pressure and manage demanding schedules;
- Highly self-motivated and capable of working independently;
- Strong communication and presentation skills, with the ability to build productive relationships at all levels;
- Positive and adaptable approach to problem-solving;
- Flexibility to adapt to changes within and outside the department;
- Reliable and consistent in meeting attendance schedules.

**Workplace & Environment**
- Exciting opportunity to be a key part of successfully delivering a position as part of an Olympic Games team;
- Fast paced, high impact working within a multi-national environment impacting a global sporting event;
- Training is based are based in the International Broadcast Centre (IBC);
- Changing based on operational demand shifts work including evening and weekends;
- Subject to national/international criminal background checks;
- This is a freelance position that commences in January 2026 until end of February 2026.

**Additional: Guide to Olympic Acronyms**:

- OBS: Olympic Broadcasting Services
- OCS: Olympic Channel Services
- OCOG: Organizing Committee for the Olympic Games
- GRPS: Inhouse built database of personnel for the Olympic Games system incorp