Rooms Coordinator

Quintevents, LLC; Charlotte (NC); On-site; USD 36,000 - 52,000; Full time

Job summary

Quintevents, LLC in Charlotte seeks a Rooms Coordinator to support the events team by managing client relationships, coordinating with hotel partners, and ensuring every detail aligns with event objectives. You will handle rooming lists, track requirements, and collaborate with internal departments to deliver seamless experiences for clients and guests.

This role rewards a customer-service mindset, strong organization, and the ability to thrive in a fast-paced, team‑oriented environment.

Qualifications

• Proficient in Google apps, MS Word, Excel and CRM systems.
• Strong decision-making and client-service skills.
• Knowledge of hotel policies and event operations.
• Bachelor’s degree; hospitality or events-related field preferred.
• Three+ years in hotel meeting/event coordination.

Responsibilities

• Support client relationships with Quint clients and hotel partners.
• Assist with rooming list management and ensure data accuracy.
• Coordinate with internal departments to meet event requirements.
• Audit hotel rates and inventory to secure best client rates.

Skills

Google applications

MS Word

Excel

Event management

CRM systems

Education

Bachelor’s degree

Three+ years hotel meeting/event coordination

Tools

ARN CRM

ZOHO CRM

SalesForce

Job description

The Role

Quint is looking for a Rooms Coordinator to join our growing events team. The role 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.
• 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.)
• Work with clients’ internal departments 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

Requirements

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.

Physical

• 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.