Hotel & Housing Coordinator

RRFT Enterprise; Elm (PA); Sur place; USD 55 000 - 85 000; Plein temps

Résumé du poste

RRFT Enterprise seeks a Hotel & Housing Coordinator to lead Stay-to-Save and Stay-to-Play housing programs, overseeing hotel partnerships, MMX administration, and tournament housing operations. The role requires managing multiple events and building strong hotel partnerships while ensuring exceptional service.

Responsibilities include contract coordination, data reporting, and collaborating with CVBs, coaches, and staff to secure inventory, negotiate terms, and deliver top-tier housing

Qualifications

• Experience in hospitality or housing operations preferred.
• Strong customer service, organizational, and communication skills.
• Ability to manage multiple events and deadlines simultaneously.

Responsabilités

• Lead Stay-to-Play housing operations and MMX platform administration.
• Manage hotel partnerships, contract coordination, and reporting.
• Coordinate housing for multiple tournaments and ensure timely communication with stakeholders.
• Provide excellent customer service to athletes, families, coaches, and hotels.
• Develop SOPs and improve housing processes across teams.

Connaissances

Customer Service

Communication

Organizational Skills

Time Management

Contract Negotiation

Formation

Bachelor's degree in Hospitality Management, Event Management, Business Administration, Tourism, or related field

Outils

Microsoft Office Suite

Cloud-based software

Description du poste

The Hotel & Housing Coordinator is responsible for managing the organization’s Stay-to-Save and Stay-to-Play housing program and serves as the primary operational leader for all hotel and housing. This position oversees hotel partnerships, MeetingMax (MMX) administration, tournament housing operations, customer service, housing analytics, and contract coordination for We Build You Play (WBYP) events and Dynamic Volleyball Academy (DVA). The Coordinator manages multiple tournaments simultaneously while building strong relationships with hotel partners, Convention & Visitors Bureaus (CVBs), Club Directors, coaches, and tournament. When a Hotel & Housing Assistant is part of the department, the Coordinator provides day-to-day leadership, training, and task delegation while remaining accountable for the overall success of the housing program. Research, identify, and secure hotel inventory that supports tournament needs and. Negotiate hotel business terms including room rates, concessions, inventory commitments, amenities, and partnership benefits.

• Coordinate hotel site visits and destination tours to evaluate properties and strengthen. Develop knowledge of local restaurants, attractions, transportation options, and community. This is also in collaboration with the Brand and Content Coordinator.
• Foster long-term partnerships that encourage repeat business and future event growth.

Housing Operations & Housing Platform Administration

• Serve as the organization’s subject matter expert for the MeetingMax (MMX) housing platform.
• Build and maintain all tournament housing events within MMX.
• Ensure event branding, backgrounds, sponsor placements, and marketing materials within MMX.
• Collaborate with the Brand & Content Coordinator to obtain event graphics, sponsor artwork, and promotional materials.
• improve system performance.
• Maintain accurate housing data and reporting within MMX.

Tournament Housing Management

• Manage housing operations for multiple tournaments simultaneously.
• Partner with the Events Manager to coordinate team acceptance and housing availability.
• Oversee all housing operations for Dynamic Volleyball Academy (DVA), including coach, athlete, Ensure all housing deadlines are communicated and met.

Customer Experience

• Serve as the primary contact for housing-related questions from athletes, families, coaches,
• Provide exceptional customer service while balancing the needs of guests, hotels, and the
• Maintain consistent communication throughout the housing process.

Contract Coordination, Compliance & Financial Stewardship

• Review agreement details for accuracy and ensure negotiated terms are properly documented. Verify hotel compliance with room rates, concessions, complimentary room nights, meeting complimentary room nights.
• Follow up with hotel partners regarding missing planner rewards or contract discrepancies.
• Maintain accurate records of planner rewards, concessions, and hotel performance. Monitor room pickup, booking pace, attrition, and housing performance across all events.
• Prepare housing reports, dashboards, and recommendations for Executive Leadership.
• Analyze historical housing trends to improve future hotel sourcing and inventory planning.
• Recommend updates to housing policies and operational procedures.
• Identify opportunities to improve customer service, operational efficiency, and hotel partnerships.
• Demonstrate ownership and accountability for all housing operations for a specific state
• Delegate administrative tasks while maintaining accountability for departmental outcomes.
• Develop and document standard operating procedures for housing operations.
• Foster collaboration across Events, Operations, Finance, Marketing, and Executive Leadership.
• Serve as a trusted resource for hotel and housing expertise throughout the organization.
• management, or a related field.
• Experience negotiating hotel business terms and building professional partnerships.
• Strong customer service, organizational, and communication skills.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Proficiency with Microsoft Office Suite and cloud-based software.

Bachelor’s degree in Hospitality Management, Event Management, Business Administration, Tourism, or a related field preferred. housing software.

• Hotel & Destination Partnership Management
• Stay-to-Play Housing Operations
• Customer Service Excellence
• Project & Time Management
• Contract Coordination & Compliance
• Financial Stewardship
• Data Analysis & Reporting
• Leadership & Coaching
• Process Improvement
• Ability to sit for extended periods while working on a computer.
• This position requires the ability to travel independently to tournaments, hotel site visits, destination meetings, and other company-related events.