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Rooms Coordinator
3 months ago
About Quint
Quint is the industry-leading provider of official ticket and hospitality packages to many of the world's most prominent sports and entertainment events. Based in Charlotte, North Carolina, with offices in six countries, Quint’s global footprint and proprietary technology platform continue to be the foundation of their exponential growth. Quint's innovative programs enable partnership properties to expand fan experiences and corporate client entertainment opportunities in a way that reflects the quality and prestige of those brands. Quint has a portfolio of 15+ official property partnerships servicing over 90 events including Formula 1, NBA, Kentucky Derby, MotoGP, Chicago Bears, Green Bay Packers, NASCAR Chicago Experiences, Breeders Cup, Belmont Stakes and the NHL.
The Role
As the Rooms Coordinator, you will be responsible for supporting the developing and maintaining of relationships with internal and external stakeholders to execute and fulfill overall event objectives. You are a customer service whiz with a gift for making clients feel like VIPs. You can support events seamlessly and simultaneously from beginning to end. You are detail oriented and forward thinking. You thrive working in a fast-paced and collaborative environment. And you’re fun, friendly, and driven.
Responsibilities
Client Relations
- Support relationships between Quint clients and/or potential clients and Hotel Partners.
- Identify client needs and provide exceptional customer service. (Knowledge, Empathy, Active Listening, Customer Focus, Patience, Explain Next Steps, Sincerity, Follow Up if Needed).
- Support Quint - Rooms Division team managing client programs and/or events.
Rooms/Event Management
- Assist with managing clients’/events’ sub-blocks (vendors, artists, production teams, sponsors, etc.) which could include but not limited to pre-blocking, rooming list management, and invoicing each sub-block within our contracted hotel blocks.
- Work with clients’ internal departments (operations, sponsorship, artist relations, team leads, production groups, vendors, etc.) to confirm event requirements are addressed and met, and to ensure seamless implementation of each event for the client.
- Implement event project checklists for all existing events and new events.
- Rooming list management includes; reviewing cut off dates and collecting rooming lists from clients, ensuring accuracy of internal systems & hotel booking systems (confirmation #, check in/check out dates, rates).
- Auditing hotel rates against our contracted rates to ensure lowest rate for our clients and guests.
- Auditing hotel inventory to ensure we have enough rooms for clients and guests once contracted
General Duties
- Find and create efficiencies in our event management process.
- Coordinate and manage conversion and adoption of Quint best practices.
- Attend weekly team, production and operations meetings.
- Liaise with and communicate/report to OPS team event details, incidents to watch out for, client/guest/or hotel issues during programs.
- Provide on-site presence during Quint managed events as needed.
- Additional tasks as assigned for support and planning of all Quint managed events.
- Daily, weekly, and monthly inventory management duties are required.
Qualifications / Skills
Education and Experience
- Proficient in Google applications, MS Word, Excel, and event management programs and CRM such as ARN, ZOHO, and SalesForce.
- Ability to make timely and sound decisions affecting client, attendee, or hotel experience.
- Strong working knowledge of policies, procedures and practices used in hotels.
- Bachelor’s degree in related field; preferable emphasis in sports management, hospitality, and event planning.
- Three or more years of hotel meeting/event coordination or equivalent combination of education and experience.
Skills/Abilities
- Ability to effectively present information to clients, Hotels, and Company staff.
- Polished and articulate with strong interpersonal skills.
- Possess excellent organizational skills with the ability to problem solve, prioritize, and work independently in a fast-paced unpredictable event environment with multiple clients/events at one time.
- Adhere to all Quint policies including, but not limited to event management and process procedures.
- Strong attention to detail.
- Exceptional organizational skills.
Physical
- Prolonged periods sitting at a desk and working on a computer
- Must be able to lift up to 15 pounds
- Ability to work nights and weekends as needed.
- Ability to be seated for long periods of time.
remote work
