Sr Registration & Sourcing Manager

Freeman•Los Angeles, PA

6d•Hybrid

About The Position

The Senior Housing & Sourcing Manager sources, contracts, and manages hotel and venue programs for corporate and consumer events of varying scale, from a single property to multiple hotels and sub-blocks, in the U.S. and internationally. Serving as the main housing contact, the role leads client, hotel, and vendor meetings; negotiates contracts; works with legal teams to mitigate risk; manages assigned direct reports and contractors; and ensures programs are delivered on time and within budget. The position supports the Registration team and is eligible for a hybrid schedule, generally requiring work in an office and/or at a show site 2–3 days per week. The ideal candidate is based in one of the listed locations: Philadelphia, Los Angeles, San Francisco, Chicago, Royal Oak, St. Paul, Las Vegas, New York, Grand Prairie, or Milwaukee. The manager leads hotel and venue sourcing from RFP through contracting, oversees housing execution from kickoff through final reconciliation, manages schedules and program changes, and provides client and attendee support. The role also manages budgets and vendor expenses, negotiates vendor and contractor agreements, tracks commissions, builds housing requirements in registration technology workflows, produces reports and audits, and ensures compliance with privacy regulations. Additional work may include BA training documentation and execution, vendor staff housing and travel, and VIP or special guest registration, housing, and travel management. The position requires approximately 25%–50% travel.

Requirements

Typically 6–10 years of housing management and hotel and venue sourcing and contracting experience, including international sourcing.
Experience negotiating and managing hotel contracts for events involving one or multiple hotels and sub-blocks, including concession and attrition management.
Strong understanding of hotel contract clauses and experience working with legal teams to mitigate risk and obtain approvals.
Strong hotel partner relationships.
Working knowledge of Passkey.
Experience building housing requirements within registration technology workflows such as Cvent, RainFocus, or Swoogo and collaborating with registration teams on build and testing.
Advanced Excel skills, including pivot tables, for tracking and accurate reporting.
Strong client service and change-management skills, including experience managing mid-program changes such as hotel substitutions and date changes.
Consistent follow-up and follow-through on project deliverables.
Strong written and verbal communication skills.
Leadership skills to manage a team, contractors, and clients.
Ability to execute with minimal supervision and mentor junior team members.
Ability to manage and reconcile hotel and event budgets while driving profit-margin goals.
Mastery of G Suite (Slides, Sheets, and Docs), Microsoft Office, Airtable, and relevant internal and client tools.
Advanced proficiency in PowerPoint to build, format, and maintain polished client-facing presentations for project updates, event recaps, and strategic recommendations.
Ability to travel approximately 25% of the time; travel requirements are also stated as 25%–50%.

Nice To Haves

Certification in Cvent Supplier Network or equivalent housing-platform experience.

Responsibilities

Lead global hotel and venue sourcing from RFP through contract using departmental templates and procedures.
Negotiate room rates, rebates or commissions, concessions, attrition, cancellation terms, and other contract provisions; route contracts for review and signature.
Review hotel, venue, and client contract clauses and work with legal teams to mitigate risk and obtain approvals.
Build and maintain hotel partner relationships that support favorable terms and prompt resolution when programs change.
Lead housing execution for events of varying scale, from kickoff through final reconciliation, managing sub-blocks, concessions, attrition, and reporting.
Develop and track project schedules, agendas, and workbooks, and drive timelines with the team and clients.
Manage program changes such as hotel substitutions, date changes, changes in headcount, and room-type changes; communicate impacts and updated plans.
Communicate with clients, internal teams, hotel partners, and third-party vendors in support of client goals and objectives.
Provide responsive client and attendee support and manage escalations through resolution.
Collaborate with the Registration Lead and contact center team to ensure service quality and timely delivery of event components.
Lead, mentor, and develop direct reports and contractors assigned to programs.
Create and manage budgets, track hotel and vendor invoices and expenses, and complete timely reconciliations while meeting budget and profit-margin goals.
Reconcile hotel billing against contract terms, including concessions earned and attrition charges.
Negotiate agreements with third-party vendors and team contractors; track and collect commissions as required.
Build housing requirements within registration technology workflows, collaborating with the Registration Lead on workflow development and testing.
Produce housing reports, analytics, and audits; use Excel and pivot tables to track pickup, attrition, concessions, and budgets accurately.
Ensure housing and attendee registration processes comply with GDPR and other privacy regulations, including consent management and handling of rooming lists and attendee data.
Train managers, specialists, and coordinators.
Potentially support BA training documentation and execution, vendor staff housing and travel management, and VIP or special guest registration, housing, and travel management.
Travel approximately 25%–50% of the time.