Job Description

Job Title: Hotel Concierge & Team Accommodation Coordinator
Position Type: Full-Time

Reports To: General Manager

Location: Reedsburg & Wisconsin Dells 

Position Overview

The Hotel Concierge & Team Accommodation Coordinator is responsible for ensuring visiting teams, coaches, officials, and event groups have an exceptional lodging experience when attending Justagame events. This role works directly with partner hotels to manage room blocks, track inventory, confirm reservations, troubleshoot guest issues, and maintain strong relationships with area lodging partners. The position ensures that every team attending a Justagame event has reliable, convenient, and high-quality hotel options.

Key Responsibilities

Hotel Coordination & Inventory Management

• Secure, monitor, and manage room blocks for tournaments and events.

• Ensure adequate room inventory is available for all expected teams and adjust blocks as necessary.

• Track room pickup reports and communicate changes with hotels.

• Maintain up-to-date listings of partner hotel availability and rates.

Team Booking Support

• Serve as the main point of contact for teams needing hotel accommodations.

• Assist teams with booking rooms through partner hotels or Justagame’s hotel portal.

• Respond promptly to lodging questions from coaches, parents, or event organizers.

• Provide hotel recommendations based on proximity, amenities, and budget.

Hotel Partner Relations

• Maintain strong relationships with local and regional hotel partners.
• Communicate upcoming event needs and projected team counts to hotels.

• Ensure hotels understand Justagame expectations regarding pricing, room quality, and customer service.

• Gather feedback from teams and communicate concerns to hotel management.

Event Support & Coordination

• Work closely with the Event Operations team to forecast accommodation needs.
• Prepare weekly and event-specific accommodation reports.
• Coordinate with sponsors, VIP guests, and college programs to ensure their hotel needs are met.

• Assist with check-in issues, reservation disputes, and emergency lodging needs.

Customer Service

• Provide high-level hospitality support for teams traveling to the Wisconsin Dells and surrounding areas.
• Ensure all guests receive clear information on hotel amenities, parking, directions, and local attractions.

• Represent Justagame professionally through excellent communication and service.

Skills & Qualifications

• Strong communication and customer service skills.

• Experience in hospitality, hotel sales, event operations, or travel coordination is preferred.
• Highly organized with the ability to manage multiple events and deadlines.

• Ability to build and maintain strong business relationships.

• Comfortable using booking systems, spreadsheets, and communication platforms.

• Problem-solver who remains calm under pressure and responds quickly to urgent needs.

Work Schedule & Compensation

• Flexible schedule tied to event calendar (evenings/weekends may be required during peak events).

• Compensation based on experience (hourly or salary options available).

• Potential for bonuses tied to partner hotel performance and room pickup.

Why This Role Matters

This role is crucial to enhancing the visitor experience and strengthening Justagame’s relationships with partner hotels. By coordinating accommodations effectively, this position supports smoother events, increases partner revenue, and provides a valuable service to teams traveling to the area.

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