Rooms Event Coordinator

About Us

Quint is the industry-leading provider of Official Ticket and Hospitality packages to many of the world’s
most prominent sports and entertainment events. Our innovative programs enable those properties to
expand fan experiences and corporate client entertainment opportunities in a way that reflects the
quality and prestige of those brands.

Our portfolio includes 20+ official property partnerships including, Formula 1° (flexperiences.com), the
NBA (nbaexperiences.com), the Kentucky Derby® (derbyexperiences.com), the Detroit Lions
(lionsexperiences.com), Chicago Bears (chicagobearsvip.com), Green Bay Packers
(packersexperiences.com), The Pro Football Hall of Fame (hofexperiences.com), Barrett-Jackson
(barrettjacksonvip.com), MotoGP™ (motogppremier.com), and many more.

Our Culture
Progressive. Innovative. Fast Paced. Optimistic. Collaborative. Giving. Fun.

The Role
Quint is looking for (2) Event Coordinators to join our NBA division team. You are a customer service whiz
with a gift for making clients feel like VIPs. You can support events seamlessly and simultaneously from
beginning to end. You are detail oriented and forward thinking. You thrive working in a fast-paced and
collaborative environment. And you're fun, friendly, driven and have a passion for giving back.

Responsibilities

Client Relations:
-  Support relationships between Quint-NBA-Hotel Partners.
-  Promote and provide exceptional customer service. (Knowledge, Empathy, Active Listening,
-  Customer Focus, Patience, Explain Next Steps, Sincerity, Follow Up if Needed).
-  Managing NBA programs and/or events.
-  Exceed NBA Expectations.

Servicing:
- Manage the day-to-day operations of active hotel blocks, hotel arrangements and NBA inquiries,
   meetings and events, including NBA’s creation and circulation of reports connected with hotel
   logistics.
-  Offer on-site management to address any real-time needs and ensure meetings and events
    proceed smoothly;
-  Collaborate closely with hotels and vendors to create seamless guest experiences, handling
reservations, special requests, and inquiries.
-  Manage sleeping room lists.
-  Review BEOs and engage with hotel and meeting managers.
-  Arrange food and beverage needs according to event specs.
-  Participate in pre-cons.
-  Manage meeting space by initiating and revising space allocation documents for all functional
    areas of each meeting and meeting space.
-  Advocate for and ensure delivery of best-in-class service for hotel and meeting service providers.
-  Provide feedback and after-action reports to NBA.

Rooms/Event Management:
-  Assist with managing client/event sub-blocks which could include, but not limited to, preblocking,
    rooming list management, and invoicing each sub-block within our contracted hotel.
-  Work with clients’ internal departments to confirm event requirements are addressed and met
    and ensure seamless implementation of each event for the client.
-  Create and implement an event project checklist for all assigned events and attend event-related
   meetings with current clients.
-  Rooming list management includes: Reviewing cut off dates and collecting rooming lists from
    clients. Ensuring accuracy of hotel booking systems (confirmation #, check in/check out dates,
    rates).
-  Auditing hotel rates against our contracted rates to ensure lowest rate for our clients and guests
   (if applicable).
-  Auditing hotel inventory to ensure we have enough rooms for clients and guests once contracted.
-  Assist with post event reconciliation and reporting with hotel and clients.

General Duties:
-  Find and create efficiencies in our hotel sourcing/contracting process.
-  Data management to ensure contract details are communicated effectively, and files are
    updated.
-  Attend weekly team, production, and operations meetings.
-  Additional tasks as assigned for support and planning of all managed events.
-  Report directly to the Director of Meetings & Events.

Requirements

Education and Experience:
-  Bachelor's degree in related field; preferable emphasis in hospitality, and event planning.
-  Three or more years of hotel experience.

Skills/Abilities:
-  Ability to effectively present information to clients, hotels, and company staff.
-  Ability to effectively present information to clients, Hotels, and Company staff.
-  Polished and articulate with strong interpersonal skills.
-  Proficient in Google applications, MS Word, Excel, and event management programs and CRM
    such as ARN, ZOHO, Trello and SalesForce.
-  Ability to make timely and sound decisions affecting client, attendee, or hotel experience.
-  Possess excellent organizational skills with the ability to problem solve, prioritize, and work
    independently in a fast-paced unpredictable event environment with multiple clients/events at
   one time.
-  Adhere to all Quint policies including, but not limited to event management/process procedures.

Physical:
-  Ability to work nights and weekends as needed

-  Ability to travel as needed
-  Prolonged periods sitting at a desk and working on a computer
-  Must be able to lift up to 15 pounds