Location: Flexible
Position reports to: Groups and Meetings Manager
Job Purpose Summary: Responsible for assisting clients in coordinating all aspects of groups, meetings and event travel, primarily for our corporate accounts.
Key Responsibilities and Accountabilities:
- Build strong, trusting, and loyal relationships with clients and vendors through integrity, outstanding customer service, effective communication and accuracy
- Determine client needs and preferences:
- Maximize client travel budgets through cost-savings and value added services
- Secure all required aspects for each client event ie: airfare, accommodations, ground transportation, etc
- Secure and manage group airline contracts or block space as needed
- Negotiate and manage group hotel room blocks, securing the best possible pricing for the event needs.
- Negotiate and manage group ground transportation as needed
- Offer alternate options for cost savings, documenting declines
- Utilize airline programs, perks and other discounts whenever possible, providing value added service.
- Manage customer reports as requested ie: arrival/departure manifests, credit card reports, etc
- Manage and ensure group profiles are maintained to include all requirements for that event
- Communicate and distribute
- Send completed itineraries in a timely manner
- Work and email/call on scheduled changes daily
- Work and monitor queues throughout the day
- Make alternative booking arrangements if changes arise before or during the trip
- Handle emergencies, complaints, cancelation, exchanges, and refunds in a professional, timely manner. Involve manager as needed.
- Refer to client profile for company policies, discounts and all specifics to that client.
- Providing accurate details for required travel documents; Passports, Visas – documenting reservations accordingly
- Pricing all international itineraries multiple ways, looking for cost savings
- Keep abreast of all commission information (S Drive)
- Work individually and as a team within the organization
- Monitor and work team email boxes, completing and responding to requests in a timely manner
- Monitor and timely responses to team voicemail messages
- Log into Paychex and be available for calls per your daily schedule
- Speak directly to a manager if calling in sick or late
- Back up coverage as needed within company
- Customer service
- Detail oriented
- Strong oral and written communication skills
- Time management
- Managing interpersonal relationships
- Being amicable and approachable
- Being professional and assertive
- Travelport +/ Galileo Computer knowledge preferred but will train
- Comprehensive industry knowledge
- Work on special projects when needed
- Additional duties as assigned
Position status: Non-exempt
Benefits: Including but not limited to health insurance, 401k match and family benefits.
