Hotel & Housing Coordinator

Role Overview:
The Hotel & Housing Coordinator is responsible for managing the organization’s Stay-to-Save and
Stay-to-Play housing program and serves as the primary operational leader for all hotel and housing
activities. This position oversees hotel partnerships, MeetingMax (MMX) administration, tournament
housing operations, customer service, housing analytics, and contract coordination for We Build You Play (WBYP) events and Dynamic Volleyball Academy (DVA).  The Coordinator manages multiple tournaments simultaneously while building strong relationships with hotel partners, Convention & Visitors Bureaus (CVBs), Club Directors, coaches, and tournament
participants. When a Hotel & Housing Assistant is part of the department, the Coordinator provides
day-to-day leadership, training, and task delegation while remaining accountable for the overall success of the housing program.

Responsibilities:
●Hotel Partner & Destination Management
● Develop and maintain strong relationships with hotel partners, hospitality professionals, CVBs,
tourism offices, and destination organizations.
● Research, identify, and secure hotel inventory that supports tournament needs and
organizational objectives.
● Prepare, distribute, and manage hotel Requests for Proposals (RFPs).
● Negotiate hotel business terms including room rates, concessions, inventory commitments,
amenities, and partnership benefits.
● Coordinate hotel site visits and destination tours to evaluate properties and strengthen
relationships.
● Develop knowledge of local restaurants, attractions, transportation options, and community
resources to better support tournament participants. This is also in collaboration with the Brand
and Content Coordinator.
● Foster long-term partnerships that encourage repeat business and future event growth.
Housing Operations & Housing Platform Administration
● Serve as the organization’s subject matter expert for the MeetingMax (MMX) housing platform.
● Build and maintain all tournament housing events within MMX.
● Configure hotel inventory, booking rules, reservation deadlines, room blocks, and event details.
● Ensure event branding, backgrounds, sponsor placements, and marketing materials within MMX
accurately represent each event.
● Collaborate with the Brand & Content Coordinator to obtain event graphics, sponsor artwork,
and promotional materials.
● Work directly with MeetingMax support to troubleshoot issues, implement enhancements, and
improve system performance.
● Maintain accurate housing data and reporting within MMX.
Tournament Housing Management
● Manage housing operations for multiple tournaments simultaneously.
● Partner with the Events Manager to coordinate team acceptance and housing availability.
● Work closely with Club Directors and Coaches to establish, modify, and manage team hotel
blocks.
● Oversee all housing operations for Dynamic Volleyball Academy (DVA), including coach, athlete,
and family accommodations.
● Ensure all housing deadlines are communicated and met.
● Coordinate room block adjustments as tournament registrations change.
Customer Experience
● Serve as the primary contact for housing-related questions from athletes, families, coaches,
clubs, hotel partners, and tournament participants.
● Resolve reservation issues, modifications, cancellations, and guest concerns in a professional and
timely manner.
● Monitor reservation activity and proactively follow up on declined credit cards and incomplete
reservations.
● Provide exceptional customer service while balancing the needs of guests, hotels, and the
organization.
● Maintain consistent communication throughout the housing process.
Contract Coordination, Compliance & Financial Stewardship
● Coordinate the hotel contracting process from approved RFP through executed agreement.
● Prepare negotiated business terms and supporting documentation for Executive Leadership to
finalize hotel agreements.
● Review agreement details for accuracy and ensure negotiated terms are properly documented

Maintain executed hotel agreements and ensure all negotiated concessions are tracked and
fulfilled.
● Verify hotel compliance with room rates, concessions, complimentary room nights, meeting
space, upgrades, and other contractual obligations.
● Coordinate hotel accommodations for event staff while maximizing the use of earned
complimentary room nights.
● Manage the organization’s hotel planner reward and loyalty programs.
● Ensure all eligible planner rewards and hotel loyalty points are properly credited following each
event.
● Follow up with hotel partners regarding missing planner rewards or contract discrepancies.
● Maintain accurate records of planner rewards, concessions, and hotel performance.
Reporting, Strategy & Continuous Improvement
● Monitor room pickup, booking pace, attrition, and housing performance across all events.
● Prepare housing reports, dashboards, and recommendations for Executive Leadership.
● Analyze historical housing trends to improve future hotel sourcing and inventory planning.
● Recommend updates to housing policies and operational procedures.
● Identify opportunities to improve customer service, operational efficiency, and hotel
partnerships.
● Assist with developing long-term strategies for expanding the organization’s Stay-to-Play
program.

Leadership & Team Development
● Demonstrate ownership and accountability for all housing operations for a specific state
● Delegate administrative tasks while maintaining accountability for departmental outcomes.
● Develop and document standard operating procedures for housing operations.
● Foster collaboration across Events, Operations, Finance, Marketing, and Executive Leadership.
● Serve as a trusted resource for hotel and housing expertise throughout the organization.
● Continuously pursue professional development and industry best practices.

Qualifications:

 Required
● Minimum of two (2) years of experience in hospitality, hotel sales, sports tourism, event
management, or a related field.
● Experience negotiating hotel business terms and building professional partnerships.
● Strong customer service, organizational, and communication skills.
● Ability to manage multiple projects, deadlines, and priorities simultaneously.
● Proficiency with Microsoft Office Suite and cloud-based software.

Preferred
● Bachelor’s degree in Hospitality Management, Event Management, Business Administration,
Tourism, or a related field preferred. Experience with MeetingMax (MMX) or similar event
housing software.
● Experience working with Stay-to-Play events.
● Experience collaborating with CVBs, tourism organizations, or hotel sales teams.

Core Competencies
● Hotel & Destination Partnership Management
● Hotel Business Negotiation
● Stay-to-Play Housing Operations
● MeetingMax (MMX) Administration
● Customer Service Excellence
● Project & Time Management
● Contract Coordination & Compliance
● Financial Stewardship
● Data Analysis & Reporting
● Leadership & Coaching
● Process Improvement
● Cross-Functional Collaboration
● Professional Communication
● Attention to Detail

Physical Requirements
● Ability to sit for extended periods while working on a computer.
● Ability to occasionally lift up to 25 pounds.
● A valid driver's license and reliable transportation are required.

● This position requires the ability to travel independently to tournaments, hotel site visits, destination meetings, and other company-related events.