Hotel and Event Management Coordinator

2 days ago

Oklahoma City, Oklahoma, United States Rated Sports Group Full time $40,000 - $60,000 per year

Hotel and Event Management Coordinator

Join the team powering North America's top youth sports tournaments.

Rated Sports Group (RSG) operates some of North America's largest youth sporting tournaments - uniting thousands of teams, players, coaches, and families every year.

We deliver exceptional on-site and travel experiences through seamless logistics, strong hotel partnerships, and great customer care.

If you're organized, detail-oriented, and thrive in sports or hospitality environments, we'd love to have you on our team.

Key Responsibilities

  • Serve as the first point of contact for all housing-related inquiries from teams, coaches, and families - providing timely, professional, and personalized support via phone, email, and CRM systems.
  • Foster and maintain positive relationships with hotel partners and guests through consistent, professional communication and proactive follow-up.
  • Coordinate with hotels to confirm reservations, ensuring all booking details (confirmation numbers, guest names, room types, and dates) are accurate and complete.
  • Document and track all communications, confirmations, and updates to maintain full accuracy and accountability.
  • Review and verify final hotel rooming lists one week prior to team arrivals, resolving any discrepancies directly with hotels.
  • Manage reservation changes, group block modifications, cancellations, and special accommodation requests (ADA, early check-in, late check-out, suite upgrades, etc.).
  • Proactively communicate housing deadlines, rate details, and event policies to team managers to ensure smooth, on-time bookings.
  • Address and resolve rate discrepancies, billing issues, or guest concerns promptly; escalate unresolved issues to the Travel Team Coordinator or management when needed.
  • Work cross-functionally with the Sales, Accounting, and Operations teams to ensure housing details align with overall event logistics and financial targets.
  • Support the Hotel Procurement Team by following up on outstanding hotel contracts, proposals, and RFPs to maintain a complete and current database.
  • Collaborate with the Event Management Specialists to support oversell situations, respond to hotel inquiries, and assist with administrative tasks such as data entry, event validation, and onboarding new hotel partners.
  • Identify and analyze recurring hotel compliance issues or customer pain points; recommend process improvements to streamline communication and efficiency.
  • Maintain and update all hotel-related FAQs, event housing resources, and knowledge bases for both internal and public use.
  • Track room block pick-up pace and manage adjustments to inventory with partner hotels as needed.
  • Provide on-site housing support at major tournaments, ensuring a seamless experience for teams and hotels during check-in and throughout the event.
  • Utilize housing management platforms, booking systems, and CRM tools to manage data, generate reports, and track key metrics such as pick-up rates, commission revenue, and service response times.
  • Contribute to post-event reporting and guest satisfaction surveys to evaluate performance, identify trends, and improve future housing experiences.

What We're Looking For

  • 3+ years of experience in
    hospitality, travel, or customer service
    (sports experience a plus).
  • Excellent communication and organization skills.
  • Strong attention to detail and ability to multitask in fast-paced environments.
  • Experience with hotel systems, CRM tools, or housing portals preferred.
  • Positive, solution-oriented mindset and willingness to travel on select weekends.

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