Coordinator, Sports & Group Accounts

ABOUT PIVOT

PIVOT is a full-service sports marketing agency built at the nexus of brands and culture, forming alliances between consumer brands, athletes, sports, the arts, causes, business & media.

Our Mission: To deliver best-in-class expertise, always prioritizing our client’s needs to achieve optimal success.

Our Vision: To be the industry-leading sports & entertainment agency by offering a strategic array of diverse, best-in-class client services.

Our Core Values to Clients:

EXCELLENCE

We are committed to consistently delivering the highest standards of service, with relentless dedication to providing unforgettable and flawless experiences for our clients.

TRUST

Winning teams are built on trust. We don’t take for granted the trust we earn through our dependability, transparency, and genuine care for our clients.

COLLABORATION

We're your ultimate travel partner, working in sync with you to elevate your travel experience. From big decisions to the smallest detail, we are ready to assist, strategize, and execute with best-in-class service.

INNOVATION

We are driven to constantly explore cutting-edge solutions, forecast industry trends, and seek out the most exceptional offerings. We are always one step ahead in delivering unparalleled service.

ROLE SUMMARY

The Coordinator, Sports & Group Accounts is responsible for being a driving force in the vision and strategy for PIVOT’s group division within PIVOT Travel. This person is an effective communicator with a clear focus on performing for our current clients and being a key member to help build out a vision for the future of the Pivot Travel group clients, including collegiate, amateur sports, Entertainment, Corporate/Wedding groups, and any group business outside of NBA/MLB/NFL/NHL/WNBA & Motorsports travel. Our ideal candidate has a strong understanding of travel policies & all-encompassing logistics as it applies to clients. This person will be responsible for certain aspects of group travel, including: sourcing, contracting, overseeing day-to-day operations, finance & analytics. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Uncover new opportunities within the group travel space 
• Provide ongoing support to the Travel team with day-to-day operations and other administrative support
• Digital file management and organization for all clients
• Document preparation and redlining for RFP’s, contracts, etc.
• Market research on opportunities
• Outline event requirements effectively (dates of stay, room/meeting space needs, concessions, etc)
• Strategically source hotels for each opportunity and generate hotel bid reports using CVENT
• Negotiate proposals with hotels to achieve the best rate and concessions based on client preferences 
• Contract management within an efficient time frame, including calendar reminders for important dates
• Finalize & execute contract agreement with hotel
• Utilize Salesforce to build pipeline, manage opportunities, and track data
• Building and maintaining strong partner relationships with all properties, NSOs, and partners

• Follow up with hotel on any feedback or challenges
• Client interaction when necessary/needed
• Report weekly to Senior Vice President, Pro Sports & Group Accounts with essential updates 
• Work with Travel Division finance team on any specific pickup reports, commission, or hotel support

SUCCESS CRITERIA

• Ability to demonstrate commitment to PIVOT and PIVOT clients 
• Ability to communicate to leadership on all work-related tasks, projects, and feedback
• Ability to act in the best interest of company objectives and collaborate with fellow team members and senior leadership
• Ability to use sound judgment and personal discretion in representing the company’s values and objectives inside and outside of the office

QUALIFICATIONS

Knowledge, Skills, Abilities

• An appropriate level of drive and toughness to effectively manage multiple demanding critical projects in a fast-paced, technical environment, and rapidly evolving industry
• A strong hotel brand awareness (i.e., Hilton, Hyatt, Marriott, IHG)
• Advanced negotiation skills
• Exceptional organization
• Knowledge of all aspects of travel (hotels, charter/commercial air, ground transportation, rentals, catering)
• Strong interpersonal skills to be able to effectively manage different relationships
• Excellent presentation, written, and oral communication skills
• Experience using CVENT, Salesforce, MS Office, Google Suite

Education and Experience

• BA/BS in Business, Sports Management, Marketing, or other related disciplines
• 3-5+ years of experience in sales, marketing, and business development, 3rd Party/Hotel, or team operations related position
• Expert knowledge and understanding of group logistics/ Hotel logistics from both a competitive and business perspective
• Existing book of business and industry relationships
• Acute attention to detail, organization, and efficiency

EMPLOYMENT PRACTICES

WORK ENVIRONMENT

This role operates in a typical business environment working remotely from an employee’s home office. This role routinely uses a computer and its voice or video call capabilities. This role requires working long hours sitting and staring at a computer and talking via voice and video calls.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to use a laptop computer. Specific physical abilities required by this job include sitting, standing, talking and hearing both in person and over the phone, and keyboarding.

EMPLOYMENT PRACTICES

At PIVOT Agency, we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of or traits historically associated with race; color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran and/or military status), domestic violence victim status, political affiliation, and any other status protected by state or federal law.