Event Success Coordinator

Fastbreak AI•Charlotte, NC

10d•Hybrid

About The Position

Fastbreak AI uses AI to transform sports operations, providing software for scheduling, tournament management, group travel, and brand sponsorships. Fastbreak Travel is its AI-powered group travel platform for amateur and professional sports organizations, simplifying hotel booking, monitoring stay-to-play, and helping organizers manage team accommodations. The Event Success Coordinator ensures guests have accommodations when event demand exceeds contracted hotel inventory. The role involves identifying potential oversells early, sourcing and securing additional hotels, and booking and confirming guests before they arrive. The coordinator works closely with the Hotel Procurement team, hotel partners, event partners, and internal teams. The position is based at the company's Charlotte, NC headquarters and is in-office four days per week, with one flexible work-from-home day per week.

Requirements

Bachelor’s degree required.
Familiarity with hotel operations, reservations, and group bookings.
Comfort working under tight timelines and managing multiple events at once.
Strong attention to detail and 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 is preferred.
Experience in or passion for sports and events is a plus.

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 risks and obtaining reservation confirmations from hotels.
Identify and resolve rooming list or room block discrepancies in coordination with hotel partners and internal teams.
Support internal teams with administrative tasks, including data entry, document management, and event file audits.
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 reservations and confirmations are accurate.
Participate in a rotating emergency phone schedule as needed.