Event Success Coordinator

Fastbreak AI•Charlotte, NC

9d•Hybrid

About The Position

Fastbreak AI uses AI to transform sports operations with software for scheduling, tournament management, group travel, and brand sponsorships. Fastbreak Travel is an AI-powered group travel platform for amateur and professional sports organizations, simplifying hotel booking, monitoring stay-to-play, and integrating with the amateur platform so organizers can manage team accommodations. As an Event Success Coordinator, you will help ensure guests have accommodations when events draw more teams and families than contracted hotel inventory can hold. You will identify potential oversells early, source and secure additional hotels, and ensure guests are booked and confirmed before arrival. You will work closely with the Hotel Procurement team and event partners, with a direct impact on guest experience and event revenue. The role is based at Fastbreak AI’s Charlotte, NC headquarters. The team member is expected to work in the office four days per week, with one flex day per week to work from home.

Requirements

Bachelor’s degree required.
Familiarity with hotel operations, reservations, and group bookings.
Comfort working under tight timelines and managing multiple events at once.
Detail-oriented, with strong accuracy in data entry and record keeping.
Clear, professional communication by phone and email, including with frustrated guests.
Proficiency in Excel or Google Sheets for tracking inventory and pickup.
Ability to work flexibly around event timelines, including occasional evenings and weekends.

Nice To Haves

At least one year of experience in the hotel or hospitality industry.
Experience in or passion for sports and events.

Responsibilities

Serve as the main point of contact for teams regarding 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 contacting hotels to obtain reservation confirmations.
Identify and resolve rooming list or room block discrepancies by coordinating 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 that enhance operational efficiency and customer satisfaction.
Monitor room block pickup across upcoming events and flag risks before demand exceeds contracted inventory.
Book and reassign teams and guests into overflow hotels, ensuring every reservation and confirmation is accurate.
Participate in a rotating emergency phone schedule as needed.