Hospitality Coordinator

About Rated Sports Group

Rated Sports Group (RSG) operates some of North America’s largest youth sports tournaments, bringing together thousands of teams, athletes, coaches, and families each year.

We are looking for an organized, service-focused Hotel & Team Housing Coordinator to help deliver a smooth travel and accommodation experience for our tournament participants and hotel partners.

About the Role

In this role, you will be the primary point of contact for team housing and hotel reservation support. You will coordinate booking details, manage room blocks, resolve guest and hotel concerns, maintain accurate records, and collaborate with internal departments to ensure each event runs smoothly.

This position is ideal for someone with experience in hospitality, hotel reservations, customer service, sports events, travel coordination, or group accommodations who enjoys solving problems in a fast-paced environment.

What You’ll Do

• Respond to housing-related questions from teams, coaches, families, and hotel partners by phone, email, and CRM.
• Coordinate with hotels to confirm reservations, guest names, room types, arrival and departure dates, confirmation numbers, and special requests.
• Build positive relationships with hotel partners and tournament guests through professional communication, proactive follow-up, and dependable service.
• Review final rooming lists before team arrivals and resolve missing information, booking discrepancies, and inventory issues.
• Process reservation changes, cancellations, group block modifications, ADA accommodation requests, early check-ins, late check-outs, and other guest needs.
• Communicate booking deadlines, hotel rates, event policies, and stay-and-play requirements clearly to team managers.
• Investigate and resolve rate discrepancies, billing concerns, guest complaints, and hotel service issues, escalating complex matters when necessary.
• Track hotel room-block pickup and coordinate inventory adjustments with partner hotels.
• Maintain accurate records of communications, confirmations, contracts, proposals, rooming lists, and reservation updates.
• Support hotel procurement by following up on outstanding hotel contracts, proposals, and requests for proposal.
• Work with Sales, Accounting, Operations, and Event Management to align housing activity with event logistics, customer-service standards, and financial goals.
• Assist with hotel onboarding, event validation, data entry, oversell situations, and partner inquiries.
• Maintain housing FAQs, internal resources, event information, and public-facing knowledge-base content.
• Use housing platforms, booking systems, CRM software, and spreadsheets to manage data, generate reports, and track performance metrics.
• Provide on-site housing support at selected tournaments and assist teams and hotel partners during event weekends.
• Contribute to post-event reporting, guest surveys, and process-improvement initiatives.

What You’ll Bring

• Experience in hospitality, hotel reservations, travel coordination, customer service, event operations, or a related field.
• Strong written and verbal communication skills.
• Excellent organization, attention to detail, and follow-through.
• Confidence managing multiple deadlines, reservations, and stakeholder requests simultaneously.
• A calm, solutions-oriented approach to customer concerns and last-minute changes.
• Experience using CRM systems, booking platforms, Microsoft Office, Google Workspace, or similar tools.
• Availability to support occasional evenings, weekends, travel, or on-site tournament operations.

Why Join Rated Sports Group?

• You will play an important role in creating a positive tournament experience for thousands of youth athletes and their families. You will work with a growing sports organization, collaborate across multiple departments, and gain hands-on experience in sports travel, hospitality, and large-scale event operations.