Staff Room Coordinator

Fastbreak AI uses AI to transform sports operations, with software for scheduling, tournament management, group travel and brand sponsorships. Fastbreak Travel is our AI-powered group travel platform for amateur and professional sports organizations. It simplifies hotel booking, monitors stay-to-play, and turns every room night into a reliable revenue stream. It also integrates directly with our amateur platform, giving organizers full control over team accommodations.

Behind every major event is a group of tournament directors, officials, event staff and VIPs who need their rooms handled perfectly. As a Staff Room Coordinator, you’ll own the details of those accommodations for our largest league and club partners. You’ll manage requests, build and finalize rooming lists, and make sure nothing slips through the cracks before an event. You’ll work closely with our Account Management team and serve as a responsive, people-first contact for event operators.

That support lets our account managers focus on strategy and relationships. The role is based at our Charlotte, NC headquarters.

Responsibilities

• Coordinate staff, official and VIP room blocks for assigned events from the first request through checkout
• Act as the day-to-day contact for league and club event operators for staff accommodation needs, and respond 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 make sure 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
• Keep 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
• Participation in rotating emergency phone schedule as needed

Requirements

• Bachelor’s degree required
• 1+ year of experience in hotel or hospitality industry preferred
• Prior customer service experience, especially in client-facing or high-touch roles a plus
• 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 communicator by phone and email
• Experience in or passion for sports and events is a plus