Hospitality 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.
