Hospitality Director (Transportation Lead)

Circa - IPG DXTRA•Stamford, CT

53d•$100,000 - $100,000•Hybrid

About The Position

Octagon is looking for an experienced Transportation Lead to join a dynamic team, working with a global client with sponsorships of FIFA World Cup 2026. This role is a unique opportunity to join our team. The candidate must have relevant experience in the planning and delivery of transportation logistics in a hospitality programme at major sporting events. On behalf our of our client, we manage an extensive global hospitality program for FIFA World Cup taking place across the U.S. during June 2026. Leading up to the event, the Transportation Lead will be responsible for managing budget, planning, scheduling, trainings, and resourcing for all guests. Planning, management, administration and delivery of ground transportation. Providing financial account support with client budget, contracts, invoicing, tracking, PO creation and supplier payments, and detailed final reconciliation. Collaborate with the suppliers to ensure the smooth exchange of data for scheduling, guest management, and logistics. Regularly monitor the supplier’s performance to ensure they meet agreed-upon service levels, including timelines, quality, and customer satisfaction. Collaborate with the suppliers to ensure the smooth exchange of data for scheduling, guest management, and logistics. Work with the suppliers to resolve issues promptly, maintaining a high standard of guest experience. Foster a positive working relationship with the suppliers and team members, ensuring open lines of communication and collaborative problem-solving. Oversee and conduct overall staff training, ensuring all staff members, suppliers/drivers are adequately prepared to meet guest and client needs, as well as to perform in a professional and efficient manner.

Requirements

Have extensive experience in a similar, fast-paced, and dynamic role in the sport or entertainment industry
Have proven transport event experience
Enjoy managing a team
Communicate clearly.
Have the ability to collaborate across disciplines, departments, and client’s additional agency partners.
Has lead Transportation for major events before
Has 10+ years’ experience with planning and scheduling transportation
Strong Excel skills, used to pivot tables, and LOOKUP formulas.
Patient, level-headed and cool under pressure
Has exceptional attention to detail, time management and organizational skills
Has a flexible, ‘can-do’ attitude and can work some weekends
Is comfortable with a moderate amount of travel that will be required before the event for site visits, including nights and weekends when onsite
Is a focused and performance driven individual, who can think on their feet, use initiative and be comfortable working in a global environment, under pressure, and to tight deadlines but within a team environment
Enjoys working and being part of a big team and managing own team
Must be able to remain in a stationary position at least 50% of the time
Flexibility and willingness to travel domestically, and work weekends or holidays as needed. Anticipated travel level: Moderate (20-45%)

Responsibilities

Planning, management, administration and delivery of ground transportation.
Providing financial account support with client budget, contracts, invoicing, tracking, PO creation and supplier payments, and detailed final reconciliation.
Collaborate with the suppliers to ensure the smooth exchange of data for scheduling, guest management, and logistics.
Regularly monitor the supplier’s performance to ensure they meet agreed-upon service levels, including timelines, quality, and customer satisfaction.
Collaborate with the suppliers to ensure the smooth exchange of data for scheduling, guest management, and logistics.
Work with the suppliers to resolve issues promptly, maintaining a high standard of guest experience.
Foster a positive working relationship with the suppliers and team members, ensuring open lines of communication and collaborative problem-solving.
Oversee and conduct overall staff training, ensuring all staff members, suppliers/drivers are adequately prepared to meet guest and client needs, as well as to perform in a professional and efficient manner.
Liaise with transportation vendors and suppliers to secure reliable vehicles, drivers, and services.
Oversee the relationship with the transportation supplier, ensuring they meet contractual obligations and deliver high-quality services. Act as the main point of contact between the organization and the transportation supplier, ensuring clear communication and alignment of expectations.
Oversee and manage all transportation logistics for the hospitality program, ensuring smooth, timely, and efficient transportation for guests and staff.
Communicate daily with the team to ensure the trackers are updated
Maintain accurate and up-to-date records of all transportation details to ensure smooth operations and quick access to necessary information.
Create and maintain the transport planner + manifest, connected to the source, keep it updated and accurate
Coordinate arrival and departure schedules for guests, ensuring timely pickups, transfers, and drop-offs at venues, airports, and hotels.
Ensure smooth transportation operations on the match day and the stadium operations, including monitoring vehicle readiness, timely pick-ups, and prompt drop-offs to avoid delays and disruptions.
Parking Pass management and distribution.
Manage the transportation budget, working closely with the supplier to ensure cost-effectiveness while maintaining high service standards.
Review and approve invoices from the transportation supplier, ensuring accuracy and compliance with agreed terms.
Ensure reconciliation files are accurate according to actual deliverables
Serve as the main point of contact for clients regarding transportation-related concerns, ensuring proactive communication and resolution of any issues that arise.