Coordinator, Sports & Group Accounts

About Pivot

PIVOT is a comprehensive sports marketing agency focused on connecting consumer brands with sports, arts, entertainment, and media to create strategic partnerships. Our mission centers on delivering exceptional expertise to meet client needs and support their success. We strive to be a top sports and entertainment agency by providing diverse, superior client services. Our foundational values include excellence through high-quality service and unforgettable experiences; trust built on dependability and transparency; collaboration as a dedicated partner to enhance client travel experiences; and innovation by staying ahead with cutting-edge solutions and trend forecasting.

Role Overview

The Coordinator for Sports & Group Accounts plays a vital role in shaping the vision and strategy of PIVOT's group travel division. This position demands clear communication skills and focus on serving existing clients while contributing to growth in areas including collegiate and amateur sports, entertainment, corporate and wedding groups, and other group markets beyond major professional leagues and motorsports. The coordinator handles comprehensive group travel logistics, such as sourcing venues, negotiating contracts, overseeing daily operations, finance, and performing analytics.

Key Responsibilities

• Identify and develop new business opportunities within group travel.
• Support the travel team with administrative tasks and daily operations.
• Manage digital client files efficiently and maintain organization.
• Prepare and review documents including RFPs and contracts.
• Conduct market research on potential opportunities.
• Accurately outline event requirements such as stay dates and space needs.
• Strategically select hotels and produce bid reports using CVENT software.
• Negotiate hotel proposals to secure optimal rates and concessions based on client needs.
• Manage contracts with timely follow-up and calendar reminders for key dates.
• Finalize and execute hotel agreements.
• Use Salesforce to track pipelines, manage opportunities, and maintain data consistency.
• Build and nurture relationships with hotel partners, NSOs, and other associates.
• Handle hotel feedback and resolve any operational challenges.
• Engage with clients directly when necessary.
• Provide weekly updates to senior leadership regarding account status and progress.
• Collaborate with the finance team on reporting related to pickups, commissions, and hotel support.

Success Factors

• Show commitment to company goals and client satisfaction.
• Maintain clear communication with leadership on tasks and feedback.
• Act in accordance with company objectives and foster teamwork.
• Exercise sound judgment and uphold company values professionally.

Qualifications and Skills

• High motivation and resilience to juggle multiple urgent projects in a dynamic setting.
• Deep familiarity with major hotel brands such as Hilton, Hyatt, Marriott, and IHG.
• Advanced negotiation expertise.
• Strong organizational abilities.
• Comprehensive knowledge of travel logistics including accommodations, air travel, ground transport, and catering.
• Excellent interpersonal skills to manage diverse relationships.
• Superior communication skills, both written and verbal.
• Experience with CVENT, Salesforce, Microsoft Office, and Google Suite.

Education and Experience

• Bachelor's degree in Business, Sports Management, Marketing, or a related field.
• Three to five-plus years of experience in sales, marketing, business development, hotel, or team operations roles.
• Expertise in group and hotel logistics from competitive and business viewpoints.
• Established industry relationships and existing client portfolio.
• Exceptional attention to detail, organization, and efficiency.

Work Environment and Employment Practices

This role is remote, performed primarily from a home office with extensive computer use, including video and voice communication. The position requires long hours seated at a computer and frequent virtual interactions. Routine activities include sitting, standing, speaking, hearing, and keyboarding.

PIVOT Agency is committed to diversity and inclusion, ensuring all hiring and employment decisions are based on qualifications without discrimination based on race, religion, gender, disability, age, veteran status, or any other protected characteristics.