Hospitality Expert

YOUR ROLE

As our Hospitality Expert, you are the central point of contact for all hospitality matters, including travel, accommodation, catering, and staff accreditation. You support Project Managers by coordinating hospitality logistics before and during events, ensuring everything runs smoothly.

PLEASE NOTE: This is an immediate opening; we are looking for candidates who are available to start right away.

Responsibilities:

Hospitality & Logistics

• Responsible for hotel bookings, rooming lists, and event spaces for staff, clients, and guests.
• Organize travel for staff and players, taking preferences into account.
• Manage catering for crew, clients, and public areas, taking into account dietary requirements, budgets, and event schedules.
• Act as the main point of contact for hotels, catering partners, and other hospitality suppliers.

Event Operations & Staff Coordination

• Manage staff accreditations, access badges, uniforms, radios, food vouchers, and other on-site requirements.
• Maintain and update centralized staff and hospitality documentation.
• Support staff and clients on-site, ensuring smooth check-in and resolving operational issues during the event.
• Coordinate with suppliers to ensure services are delivered efficiently and according to the event schedule.

Administration & Financial Follow-up

• Process and follow up on invoices, payments, and reimbursements.
• Ensure financial information is accurate and communicated to the Project Manager for budget tracking.

WHO ARE WE LOOKING FOR?

Education

• You have a bachelor’s degree in a relevant field, such as Event Management or equal by experience.

‍Knowledge

• You have an eye for detail and are structured.
• You speak fluent English and Dutch.

Professional Experience

• You have 2+ years experience in organising large-scale events.
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Based in Belgium. While remote work will be possible, regular presence at our office in Nazareth-De Pinte is expected.

WHAT WE OFFER

• Full-time position
• A market-competitive salary, supplemented by fringe benefits
• A role with significant responsibility and room for professional growth.
• A transparent career development framework.
• A healthy, flexible work-life balance.
• You will join a passionate and inclusive international team where respect and team spirit are central.

ABOUT FANFINITY

Who we are

Since 2014, Fanfinity has brought fans and brands together in the gaming industry. We create and deliver fan experiences for gaming communities in Pokémon, Yu-Gi-Oh!, Magic: The Gathering, Flesh & Blood, Disney Lorcana, Star Wars: Unlimited, One Piece, League of Legends, Riftbound, CS:GO, Mario Kart, Splatoon, and more! With more than 9 nationalities in our team of 40+ dedicated gaming and esports experts, we support our communities and clients (brands, conventions, tournament organisers & game publishers) all across Europe and beyond, from our offices in Ghent (Belgium) and London (UK). We love games and want to share our excitement with communities around the world. We’ve hosted 200+ events in 14+ countries, welcoming 250.000+ fans, and as a fast-growing company, we’re looking to expand even further. We also provide the gaming industry with solutions in logistics, e-commerce, consulting, retail marketing, corporate events, etc.

Diversity makes us strong

We believe that a diverse team is what makes us strong. We value our differences and encourage everyone to be themselves at work. We welcome anyone from all backgrounds to join our team regardless of age, race, ethnicity, gender identity, sexual orientation, religion, and ability. We are committed to creating a culture of belonging in which we can all grow and succeed together.