Event Success 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.

Our most successful events often draw more teams and families than our contracted hotel inventory can hold. As an Event Success Coordinator, you’ll make sure every guest still has a place to stay. You’ll spot oversell situations early, source and secure additional hotels, and get guests booked and confirmed before they arrive. You’ll work closely with our Hotel Procurement team and event partners, and your work will directly shape the guest experience and event revenue. The role is based at our Charlotte, NC headquarters.

Responsibilities

• Serve as the main point of contact for teams related to 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 risk and connecting with hotels to obtain reservation confirmations
• Identify and resolve rooming list or room block discrepancies through coordination with hotel partners and internal teams.
• Support internal teams with administrative tasks such as data entry, document management, and event file audits as needed.
• Contribute to process improvements to enhance operational efficiency and customer satisfaction
• Monitor room block pickup across upcoming events and flag risk before demand exceeds contracted inventory
• Book and reassign teams and guests into overflow hotels, and make sure every reservation and confirmation is accurate
• Participation in rotating emergency phone schedule as needed

Requirements

• Bachelor’s degree required
• 1+ year of experience in hotel or hospitality industry preferred
• Familiarity with hotel operations, reservations and group bookings
• Comfortable working under tight timelines and juggling multiple events at once
• Detail-oriented, with strong accuracy in data entry and record keeping
• Clear, professional communicator by phone and email, including with frustrated guests
• Proficient in Excel or Google Sheets for tracking inventory and pickup
• Able to work flexibly around event timelines, including occasional evenings and weekends
• Experience in or passion for sports and events is a plus
• We're based in Charlotte, NC and looking for a team member to work in our offices 4 days a week, with 1 flex day per week to work from home.