Job Description

Hospitality Coordinator

Join the team powering North Americas top youth sports tournaments.

Rated Sports Group (RSG) operates some of North Americas 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 youre organized, detail-oriented, and thrive in sports or hospitality environments, wed 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 Were 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.

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