Event Success Coordinator

Fastbreak-Ai; Charlotte (NC); Hybrid; USD 45,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Dental and vision insurance

401(k) plan

Hybrid work environment

Job summary

Fastbreak AI, based in Charlotte, NC, seeks an Event Success Coordinator to ensure every guest has a place to stay. You will spot oversell risks, source extra hotels, and secure bookings before guests arrive, working with Hotel Procurement and event partners to shape guest experience and event revenue.

The role is anchored in our Charlotte headquarters with a 4-days-in-office, 1-flex-day work setup, offering competitive salary and comprehensive benefits.

Qualifications

• Bachelor’s degree required.
• Experience in hotel or hospitality industry preferred.
• Strong communication skills with guests and teams.

Responsibilities

• Serve as main point of contact for reservations, room types, hotel amenities, and booking policies.
• Collaborate with hotel partners to manage allocations, modifications, and special requests.
• Identify and resolve room block discrepancies with hotel partners and internal teams.
• Support administrative tasks such as data entry, document management, and event file audits.

Skills

Communication

Detail-oriented

Multi-tasking

Excel/ Google Sheets

Education

Bachelor’s degree

Tools

Excel

Google Sheets

Job description

Fastbreak AI uses AI to transform sports operations, with software for scheduling, tournament management, group travel and brand sponsorships. Fastbreak Travel is our AI-powered group travel platform for amateur and professional sports organizations. It simplifies hotel booking, monitors stay-to-play, and turns every room night into a reliable revenue stream. It also integrates directly with our amateur platform, giving organizers full control over team accommodations.

Our most successful events often draw more teams and families than our contracted hotel inventory can hold. As an Event Success Coordinator, you’ll make sure every guest still has a place to stay. You’ll spot oversell situations early, source and secure additional hotels, and get guests booked and confirmed before they arrive. You’ll work closely with our Hotel Procurement team and event partners, and your work will directly shape the guest experience and event revenue. The role is based at our Charlotte, NC headquarters.

Responsibilities

• Serve as the main point of contact for teams related to reservations, room types, hotel amenities, and booking policies.
• Collaborate with hotel partners to manage allocations, modifications, and special requests.
• Assist with the daily reservation reconciliation report by identifying risk and connecting with hotels to obtain reservation confirmations
• Identify and resolve rooming list or room block discrepancies through coordination with hotel partners and internal teams.
• Support internal teams with administrative tasks such as data entry, document management, and event file audits as needed.
• Contribute to process improvements to enhance operational efficiency and customer satisfaction
• Monitor room block pickup across upcoming events and flag risk before demand exceeds contracted inventory
• Book and reassign teams and guests into overflow hotels, and make sure every reservation and confirmation is accurate
• Participation in rotating emergency phone schedule as needed

• Bachelor’s degree required
• 1+ year of experience in hotel or hospitality industry preferred
• Familiarity with hotel operations, reservations and group bookings
• Comfortable working under tight timelines and juggling multiple events at once
• Detail-oriented, with strong accuracy in data entry and record keeping
• Clear, professional communicator by phone and email, including with frustrated guests
• Proficient in Excel or Google Sheets for tracking inventory and pickup
• Able to work flexibly around event timelines, including occasional evenings and weekends
• Experience in or passion for sports and events is a plus
• We're based in Charlotte, NC and looking for a team member to work in our offices 4 days a week, with 1 flex day per week to work from home.

• Competitive salary and comprehensive benefits
• Health, dental, and vision insurance to keep you covered.
• A 401(k) plan with employer contributions to invest in your future.
• A flat start up environment where your ideas matter, and innovation thrives.
• The opportunity to shape the future of a rapidly growing and well-funded company and make your mark.