Group Program Coordinator
Nothing in this job description restricts managements’ right to assign or reassign duties and responsibilities to this job at any time. Duties and responsibilities related to this job description are listed below, but are not limited to the following…
Hours: Full-time 8:30 AM CST to 5:30 PM CST, (with 1 hour lunch; generally, 40 hours per week)
Job Classification: Salary, non-exempt
Job Title: Travel Program Coordinator
Work Location: 2 Meridian Crossings #200, Minneapolis, MN 55423 with partial remote
Summary: An exciting position within the travel industry that has a lot of growth potential and opportunities for travel both domestically and internationally. The Travel Program Coordinator will provide administrative support to one of our Senior Account Directors. Learn about everything that goes into the planning and execution of an extensive group travel program and work hands-on from start to finish with a wide range of duties from data entry and communications to research and marketing. This is a client-facing position that requires the ability to multi-task and a candidate that is motivated to learn and grow.
· Process registrations for domestic and international programs (Cvent or a Microsoft Access-based program)
· Enter passport data
· Process credit card and check payments
· Pay vendors (check requests to accounting or online payment portal, etc.)
· Send trip confirmations by email and regular mail
· Maintain lists for programs such as hotels, activities, tours, upgrades, meal selections, dietary restrictions, etc.
· Draft written communications and other trip materials with guidance from program manager/director
· Marketing support (work in Vertical Response or assist with marketing ideas in general)
· Communicate with travelers/attendees AND hotels, DMCs and other vendors as needed
· Assist in managing deposit, reduction and cancelation dates
· Provide quotes for travel insurance and process travel insurance purchases
· Assist with putting together final trip documents for programs
· Work with the other departments within the company as a liaison between those departments and the traveler/attendee for air and trip extensions
· Create flight manifests for arrivals and departures by inputting data into Excel
· Research hotels, destinations, restaurants, venues as needed
· Travel as additional onsite support staff as needed
· Assist with Reception duties
· Other miscellaneous duties as assigned
· Excellent written and oral communication (lots of communication with high-end and high-profile travelers)
· Detail oriented (information from registrations, passports, etc. must be entered accurately)
· Thorough work ethic (must pay attention to needs of travelers and answer requests thoroughly and professionally; same attention should be paid to internal requests and projects)
· Proficient in Microsoft Office: Outlook (calendar invitations & appointments, creating and managing tasks, etc.), Excel (sorting, formulas) and Word (mail merges)
· Willingness to learn and understand new programs, projects
· Ability to take instruction and guidance and receive corrections while also able to take the lead and be assertive when necessary
· · Proactive and self-motivated
· · Accurate and efficient when completing assignments and projects
· · Multitask and work under a fast-paced environment and deadlines
· · Friendly with the ability to socialize with travelers/attendees as needed
· · Professional in demeanor
· · Miscellaneous duties as assigned
Other Required Work Skills: Strong interpersonal skills, great customer service etiquette, and ability to follow directions and meet deadlines.
Physical Demands: Sit for up to 8 hours per day, must be able to lift 10-15 lbs occasionally.
Job Type: Full-time
Pay: $45,000.00 - $50,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Ability to Commute:
- Minneapolis, MN 55423 (Required)
Work Location: Hybrid remote in Minneapolis, MN 55423
