Staff Room Coordinator
About The Position
Fastbreak AI uses AI to transform sports operations through 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. The platform simplifies hotel booking, monitors stay-to-play, and helps organizers manage team accommodations. The Staff Room Coordinator owns accommodation details for tournament directors, officials, event staff, and VIPs for major league and club partners. This role manages requests, builds and finalizes rooming lists, and ensures details are handled before events. The coordinator works closely with Account Management and serves as a responsive, people-first contact for event operators, allowing account managers to focus on strategy and relationships. The role is based at Fastbreak AI’s Charlotte, North Carolina headquarters.
Requirements
- Bachelor’s degree required.
- Exceptionally organized and detail-oriented, with a system for tracking many requests at once.
- Calm and solutions-focused under pressure and on tight deadlines.
- Clear, professional, and friendly communication by phone and email.
Nice To Haves
- One or more years of experience in the hotel or hospitality industry.
- Prior customer service experience, especially in client-facing or high-touch roles.
- Experience in or passion for sports and events.
Responsibilities
- Coordinate staff, official, and VIP room blocks for assigned events from the initial request through checkout.
- Serve as the day-to-day contact for league and club event operators regarding staff accommodation needs, responding quickly and professionally.
- Capture, track, and close out every room request, change, and cancellation.
- Build, update, and finalize rooming lists well ahead of arrival, and confirm details with hotels and event operators.
- Manage complimentary room allocations and ensure staff rooms are applied correctly against each event’s contracts.
- Support week-of-event logistics, including last-minute changes, early arrivals, late additions, and on-site issues.
- Confirm reservations, special requests, and billing instructions.
- Maintain accurate records in the Fastbreak Travel platform and CRM so Account Management has a clear view of every event.
- Support Account Management with administrative tasks, reporting, and event follow-up.
- Participate in a rotating emergency phone schedule as needed.
Benefits
- Competitive salary and comprehensive benefits.
- Health, dental, and vision insurance.
- 401(k) plan with employer contributions.
- A flat startup environment where ideas matter and innovation thrives.
- Opportunity to shape the future of a rapidly growing and well-funded company.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
