Seasonal Reservation Specialist

POSITION OVERVIEW

Assist the Director of Player Operations by coordinating hotel accommodations, private housing, and reservations for players, sponsors, ATP/WTA tour representative, media, officials and other tournament guests. Maintain accurate reservation records, coordinate hotel room blocks, and provide exceptional customer service to ensure a seamless hospitality experience.

All applicants for this position must be available to work during the 2026 WTA Finals and the 2027 BNP Paribas Open Seasons

• Approximate start date will be October 2026
• Must adhere to an agreed upon, open availability from November 8, 2026, through November 15, 2026, and February 28, 2027, through March 14, 2027
• Position may be extended through May 2027
• Potential for year-round position based on performance and business needs

DUTIES & RESPONSIBILITIES

• Maintain and update the Access reservations database and related reservation systems to support hotel inventory management and tournament operations *
• Utilize established reservation procedures, and reporting tools, including Access, Formstack, Excel, and other reservation platforms *
• Ensure accurate inventory tracking and data integrity across all reservation systems *
• Coordinate hotel room inventory and room blocks across multiple properties, including forecasting room needs and ensuring accommodation requirements are met for players, sponsors, tours, media, officials, and other tournament guests *
• Update hotel block information within the current reservation and excel programs, manage inventory levels effectively on a regular basis *
• Work closely with hotel partners to review room needs, adjust inventory levels, and ensure compliance with contractual obligations and tournament requirements *
• Participate in hotel pre-convention meetings prior to tournament *
• Communicate and coordinate accommodations with players, player agents, sponsors, tours, officials, and other stakeholders. *
• Prepare and provide staff with pertinent hotel, player, and tournament information. *
• Facilitate the reconciliation of hotel billing after tournament. *
• Safeguard confidential information and data; adhere to all policies and procedures to minimize risk to players and Desert Champions *
• Research options for private homes, assessing costs and amenities for consideration *
• Perform all duties as listed above for all events and tournaments *
• Other duties as assigned
• Essential Job Function

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION & EXPERIENCE

• Bachelor's degree preferred but not required
• 3-5 years of experience working in related fields preferred
• Strong organizational, analytical, and problem-solving skills

KNOWLEDGE, SKILLS & OTHER ABILITIES

• Excellent organizational, customer service, and interpersonal skills
• Ability to work effectively with players, coaches, officials, sponsors, and staff
• Oral, written, communication, analytical, negotiating skills
• Ability to handle multiple tasks with organization and accuracy
• Enthusiasm, commitment to excellence, self-motivation, a professional demeanor, highly organized, and detail oriented

REQUIRED LICENCES & CERTIFICATIONS

• California Workplace Harassment Prevention certification
• California Workplace Violence Prevention certification

LANGUAGE ABILITY

• Ability to read, interpret, and comprehend documents such as player rules and regulations, operating instructions, and procedure manuals.
• Ability to speak effectively with players, player agents, officials, tours, vendors, and co-workers.
• Must be able to communicate effectively and professionally.
• Must be able to read, write, and communicate in English.
• Bilingual a plus but not required.

REASONING ABILITY

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
• Ability to deal with problems involving players, officials, sponsors, and staff
• Ability to provide solutions to problems that can arise unexpectedly

MATH ABILITY

• Ability to forecast and understand spreadsheets
• Basic arithmetic (addition, subtraction, multiplication, division)
• Ability to calculate percentages (e.g., occupancy rates, room utilization)
• Interpret and compare numerical data in Excel and Access databases
• Reconcile invoices and billing statements
• Forecast room inventory based on historical trends and projected demand
• Check totals and identify discrepancies in reports

COMPUTER KNOWLEDGE

• Intermediate to advanced knowledge of Excel
• Intermediate knowledge of Microsoft Office Suite, including Outlook, Word, and PowerPoint
• Knowledge of Access platform required

EQUIPMENT

• Basic computer literacy
• Time clock or Mobile App
• Telephone, copier, fax, and scanner

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Accommodations may be made to enable individuals with disabilities to perform the essential functions within reason, and such that it would not pose undue hardship.

• Various working hours based on events. Including nights, weekends, and major holidays.
• Must be able to work seven days a week, when necessary, such as the tournament.
• May require travel due to company needs.
• The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS

The physical demands described on the attached "Physical Demands of Position" chart are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. See attached "Physical Demands of the Position".

CONFIDENTIAL INFORMATION

This position has access to confidential information. - Personal information

COMPANY FUNDS

This position has no access to company funds.

EOE

PHYSICAL DEMANDS OF POSITION

Job Title:

Seasonal Reservation Specialist

Date:

8/18/2026

How many hours are worked per day?

8 + occasional overtime

When completing this form, look at the job from a typical/average workday perspective.

Percentage Time Designation

PHYSICAL ACTIVITY

Rarely

<1%

Occasionally 1-33%

Frequently 34-66%

Continuously 67-100%

Stand

X

Walk

X

Sit

X

Use hands to finger, handle or feel

X

Reach with hands and arms over shoulder

X

Reach with hand and arms over head

X

Climb or balance

X

Stoop, kneel, crouch, or crawl

X

Talk or hear

X

Taste or smell

X

i.e., Position requires standing 1/3 of the time.

Does this job require that weight be lifted or force be exerted? If so, how much and how often?

Percentage Time Designation

WEIGHT

Rarely

<1%

Occasionally 1-33%

Frequently 34%-66%

Continuously 67%-100%

Up to 10 pounds

X

Up to 25 pounds

X

Up to 50 pounds

X

Up to 100 pounds

X

More than 100 pounds

X

i.e., Position requires lifting 1/3 of the time up to 10 pounds.

Does this job have any special vision requirements? Check all that apply.

X

Close Vision (clear vision at 20 inches or less)

Distance vision (clear vision at 20 feet or more)

Color vision (ability to identify and distinguish colors)

X

Peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point)

Depth perception (three-dimensional vision, ability to judge distances and spatial relationships)

X

Ability to adjust focus (ability to adjust the eye to bring an object into sharp focus)

No special vision requirements