Housing Coordinator

Event Housing Coordinator

Location: Irving TX (only when needed) Pay Rate: $28-30/HR

Minimum of 1-3 years in the hotel industry, preferably in group reservations, or 3-5+ years of business meeting planning experience

Strong verbal and written communication skills, resumes must be pristine and free of all the errors/grammatical mistakes

Job Description

Deliver a world class service to all Gartner conference attendees through hotel accommodation booking experience. First class execution, forward thinking and product development are applied constantly by the team and partners to aid client retention and business growth, while still delivering an elevated and globally consistent level of service.

Primary responsibilities include:

• Support hotel strategy, execution, and overall attendee experience for conferences hosted in North America, with additional support for conferences in other geographies as needed.
• Perform quality assurance (QA) testing on conference reservation websites; create, review, and maintain hotel-related documentation, including FAQs, guides/resources, and email communications for both internal and external audiences, supporting 2026 and 2027 conferences.
• Partner closely with Gartner Housing Managers, internal business units, exhibitor companies, vendors, and hotel partners to allocate hotel inventory and drive consistent, accurate, and timely communications across all channels.
• Manage hotel room inventory to ensure sufficient availability for attendees while mitigating financial risk to Gartner. This includes maintaining detailed inventory change logs, ensuring accuracy of hotel reporting, assisting with hotel reports, and participating in weekly inventory review meetings.
• Track, monitor, and reconcile hotel invoices and rebates; document hotel block audit results to support post-event reconciliation and inform future contracting strategies.
• Support the broader logistics team for conferences in other geographies by maintaining hotel information on conference websites and deploying email campaigns to drive additional attendee hotel bookings.
• Possibility of serving as the on-site housing lead for a Dallas based conference, providing direct support for hotel-related operations and issue resolution.

Education: Bachelor's or Master's degree with focus on events and/or marketing preferred, but not required if they have appropriate/related experience (see professional experience below).

Professional experience:

• Minimum of 1-3 years in the hotel industry, preferably in group reservations, or 3-5+ years of business meeting planning experience
• Hotel/room block inventory management
• Rooming list management for large groups
• Strong verbal and written communication skills
• Ability to multi-task and work in a fast paced environment

Important Note: Start Date: June 1 is ideal but wouldn't turn down a week or two earlier, as we don't need them the last 2 weeks of Dec. End Date: For now, confirmed as Dec 18, after that most of the teams are on PTO

Interview Schedule: 2 rounds of interview, the first with Hiring manager and a team member and the second either with wider team or stakeholder

Hybrid Schedule: Team in office day is Tuesday, the second day would likely be Wednesday, but we can be open to being flexible based on meeting/call schedule for the week. Ideal Candidates: Having hotel inventory management experience is definitely something we look for in a candidate. Also, strong verbal and written communication. This person will be interactive with a number of internal and external partners, often across different regions so being able to clearly communicate is very important.