SOURCING AND HOUSING MANAGER

WHO WE ARE

MCW Events is a team of event logistics specialists who have the pleasure of waking up every day and doing exactly what we love to do – solving problems, managing logistics and executing highly successful events. We specialize in virtual & hybrid experiences, experiential technology, public events, conferences, corporate meetings, special events, incentive trips and broadcast design. We focus on delivering innovative events and conferences that start with a thorough understanding of audience, budget goals and objectives. Our company approach is about infusing creativity into every event, maximizing communication and networking opportunities, increasing an event’s effectiveness and messaging, and leveraging technology and online marketing tools.

GENERAL OVERVIEW OF POSITION

The Sourcing and Housing Manager plays a pivotal role in designing and executing comprehensive housing strategies for multi-hotel and citywide conventions. This individual brings a diverse background that bridges hotel operations, large-scale event logistics, and client management - ensuring a seamless attendee experience from contracting through final room pickup.

A strong understanding of hotel contracting, strategic negotiation, and risk mitigation is essential. This role requires a multi-talented professional capable of managing multiple priorities simultaneously while collaborating closely with MCW Events’ internal teams and external client stakeholders.

The ideal candidate is a self-starter and natural collaborator with exceptional communication skills, strong time management, and the ability to remain poised under pressure. Above all, this person embodies MCW Events’ hallmark of “white glove” client service, delivering precision, professionalism, and partnership in every interaction.

COMPENSATION
Salary Range: $70,000 - $89,000

Benefits: Medical, Dental, Vision, 401K, Unlimited PTO, TSA Clear and Global Entry

JOB DESCRIPTION

This is a multi-dimensional position ideal for someone with a solid foundation in housing management and a curiosity to grow into hotel sourcing and contracting. The Sourcing and Housing Manager will play a hands-on role in delivering both strategic and operational excellence across the following areas:

Housing Strategy
Housing Plan Development & Execution

• Develop and communicate comprehensive housing event plans and strategies to clients and internal MCW Events teams, ensuring alignment across all stakeholders.
• Design and oversee the execution of the full housing strategy, including:
• External and internal communication plans
• Attendee and customer communications
• Vendor and staff housing registration
• Cutoff and rooming list audit plans
• Comp room usage and reconciliation
• Attrition and slippage avoidance strategies
• Ensure all housing processes align with client budget objectives, delivering value-driven recommendations that balance cost efficiency and attendee experience.

Operational Oversight & Risk Management

• Maintain a strong understanding of hotel contract terms, including attrition, slippage, rates, taxes, comps, commissions, rebates, and cancellation clauses.
• Verify all commissions, rebates, and contractual concessions ensuring accuracy and timely reconciliation.
• Uphold compliance with GDPR and all applicable data privacy regulations within housing and registration systems.
• Track and manage key contract deadlines in MCW Events’ project management tools, ensuring visibility for internal teams and clients.

Reporting, Auditing & Technology

• Maintain accurate, up-to-date hotel pickup and forecasting reports for weekly internal and client updates.
• Lead the auditing of rooming lists, final invoices, and post-event reconciliation.
• Drive all housing information and updates on preferred websites and registration platforms, ensuring the Hotel & Hospitality Coordinator completes platform-related tasks accurately.
• Develop and manage clear status reporting processes for internal teams, clients, and hotel partners, ensuring timely and transparent communication throughout the project lifecycle

Hotel Sourcing
Core Responsibilities

• Lead the end-to-end hotel sourcing process for meetings, incentives, and large-scale conventions, from RFP development to contract signature.
• Collaborate with clients and internal MCW Events teams to define event objectives, space requirements, destination preferences, and budget parameters.
• Conduct comprehensive destination and property research, evaluating hotel options based on capacity, location, pricing, and attendee experience.
• Partner with internal stakeholders to align sourcing strategy with client goals, risk standards, and contractual compliance expectations.
• Build and maintain strong relationships with hotel partners, global sales offices, and convention bureaus.

RFP Development & Analysis

• Create, manage, and distribute hotel RFPs via Cvent ensuring clarity, accuracy, and timely communication.
• Collect and analyze hotel proposals, comparing key data points including rates, concessions, and contractual terms.
• Prepare polished, client-ready comparison grids, sourcing summaries, and presentation decks that highlight best-fit recommendations.
• Provide consultative insights to clients, presenting sourcing outcomes clearly and guiding them toward optimal decision-making.

Contract Negotiation & Risk Management

• Lead contract negotiations to secure competitive rates, value-added concessions, and favorable terms aligned with MCW Events’ risk policies.
• Review and redline hotel contracts to ensure all negotiated terms are properly reflected.
• Ensure all agreements are properly executed, archived, and accessible to key internal and client stakeholders.

Reporting, Communication & Collaboration

• Maintain clear communication with internal MCW Events teams throughout the sourcing and contracting process to ensure project alignment.
• Track key sourcing milestones and contract deadlines in MCW Events’ project management systems.
• Contribute to post-event reporting and analysis to capture sourcing trends, performance metrics, and cost savings achieved.
• Collaborate closely with the MCW Events team to ensure seamless transition from contract execution to housing management.
• Managing commission requests and tracking post program execution.

ADDITIONAL KNOWLEDGE, SKILLS & ABILITIES

• Minimum of three years experience in hotel (CSM, revenue, banquets, sales), housing operations and/or account manager experience required
• Self-starter mindset with the ability to take initiative, anticipate needs, and confidently move projects forward with minimal oversight
• Obsessed with accuracy, timelines, and organized files
• Strong written and verbal communicator (professional, but never robotic)
• Google Workspace pro (Sheets, Docs, Slides), Cvent and Passkey familiarity
• Availability to work nights or weekends during events
• Ability to travel onsite when needed

WHAT SUCCESS LOOKS LIKE

• Logistics are managed with a high level of precision, attention to detail, and thorough quality checks at every stage
• Ability to assist teammates with cross functional training
• Ability to speak knowledgeably about past experiences with roles in the housing manager role
• Ability to manage upward, negotiate competing priorities, and communicate challenges as they arise
• Maintaining calm under pressure, as well an understanding of when to bring in help if necessary

LEADERSHIP PRINCIPLES

• Commitment and Passion
• Creativity and Innovation
• Driver of Results and Goals
• Customer Service Focused
• Independent Contributor
• Good Communicator
• Positive "Can Do" Attitude
• Accountability
• Strong Team Collaborator
• Self Motivator
• Detail Oriented

MCW Events is committed to a diverse and inclusive workplace. MCW Events is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or legally protected status.

Job Type: Full-time

Pay: $70,000.00 - $89,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Please share an example or two of your strong organizational skills? (I.e. tell us how you keep all your ducks in a row)
• Contract review and negotiation is a key responsibility for this role. Share a little about your stellar skills in this department.

Experience:

• Hotel management or housing operations: 2 years (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: Hybrid remote in Seattle, WA 98103