The Milan Bureau will be established in view of providing services and support as required to all iLUKA head office teams as well as clients with specific Milan requests.
The Bureau Coordinator will be responsible for managing the day to day operations of the Milan Bureau and will work directly with the Directors of iLUKA and other members of the team to fulfil the project planning and operational delivery of all requirements for the Milan Bureau for our operational deliveries for a Global Sporting Event in Milan in 2025. We are looking for someone who currently resides in Milan and can start immediately.
Key Responsibilities
Milan Bureau
* Research, set-up and run the Milan Bureau and related office services (rental, fit-out, technology, security, cleaning, utilities, etc.).
* Implement all iLUKA policies and procedures in the day to day running of the Milan Bureau.
* Scope, research and prepare options for the set-up of the iLUKA Operations Office in Milan Pre-Event and Event-Time.
* Assist Directors in commercial negotiations and contracting, where and when required to include transport providers, IT Comms suppliers, accommodation providers, FB venues and caterers, special events and leisure operators, etc.
* Provide concierge services and all necessary bookings to visiting ILUKA staff and clients.
* Research and contract accommodation for iLUKA staff, as per Company's guidelines, in Milan for the period pre, post and during event-time.
* Prepare itineraries and manage client site visits – as required.
* Translation duties as required
* Attend client and venue site and venue inspections and meetings and prepare post-site inspection and meeting reports.
* Keep constantly updated on latest developments in the region and report accordingly to the Directors.
* Scope and research key contacts, local suppliers, venues of interest and local information that can assist the Teams in their planning and delivery process.
* Manage local supplier relationships as required.
* Liaise with Organising Committees key operational areas and the expatriate community in order to be constantly updated on developments and local information.
* Contribute in expanding iLUKA's local network.
* Operate within approved budgets.
* Support the immediate team and resolve all technical or operational local issues.
* Assist with the preparation of Post-Event reports.
Accommodation:
* Research all accommodation options for hospitality programmes and client staff housing, including non-traditional accommodation e.g. apartments, other forms of accommodation.
* Research and prepare reports on available housing solutions for Pre-Event and Event-time for the ILUKA workforce.
* Obtain quotations, prepare contracts and assist Directors in the commercial negotiation process and sourcing.
* Develop the operational planning and manage all accommodation bookings and requirements to include hospitality programmes, client and iLUKA workforce accommodation.
* Source and manage any additional housing services needed – housekeeping, laundry of uniforms, key distribution, lounges with television, parking, food and beverage, security etc
* Source and negotiate all additional accommodation FB requirements within the properties as required by the clients and/or Teams.
* Effectively manage changes throughout planning and onsite stages.
* Ensure financial reconciliation.
* Prepare Post-Event reports.
Food Beverage, Leisure, Entertainment And Hospitality Lounges
* Research all available options, get pricing, create database, and update as necessary.
* Prepare venue reports and presentations to assist Teams.
* Source venues or make bookings, prepare contracts and assist Head Teams in negotiations for all services and operational planning.
* Assist in menu selection and options.
* Support Teams with introductions, venue visits client visits, tastings and prepare reports.
* Develop and manage local relationships.
* Provide Pre-Event venue training, when and as required.
IT, Ticketing, Transport
* Support Head Office Teams, with local information on their areas of expertise, introductions, research, negotiations, where and as required.
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
* Ability to motivate and manage a culturally diverse, short contract team
* Ability to lead by example
* Excellent organisational skills
* Strong time management skills with ability to meet strict deadlines
* Can-do attitude
* Excellent relationship management
* Strong written and verbal communication skills
* Excellent client liaison skills
* Ability to delegate effectively and a willingness to lead by example
* Advanced computer skills
* Major event experience essential
* Hotel FB experience essential
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