Hybrid schedule:

This position is a hybrid position with employees working remotely and, in the office, as needed.

Position Purpose

We are looking for a highly organized and adaptable Travel Program Coordinator to join our team. This individual will work alongside with a Program Account Manager on the development, management, and execution of various travel programs, ensuring seamless operations across multiple areas. Their responsibilities will include website creation and management, logistics coordination, customer service, and clear communication with travelers. The ideal candidate thrives in a dynamic team environment, possess excellent multitasking skills, and be able to manage pressure while also keeping the bigger picture in mind. As a representative of GPS, the Travel Program Coordinator must embody the organization’s high standards, values, and mission.

Essential Functions

• Coordinate all aspects of travel logistics for incentive programs and meeting attendees, including domestic and international flights, hotel accommodations, and ground transportation.
• Serve as the primary point of contact for attendee communication, ensuring timely responses and delivering exemplary customer service throughout the planning and execution phases. Collaborate with internal teams and external vendors to ensure seamless travel experiences and adherence to program timelines and budgets.
• Interface with service providers such as hotels, Destinations Management Companies (DMCs), and other vendors to coordinate travel logistics and ensure adherence to destination-specific requirements.
• Conduct online research to stay current on travel guidelines, including visa issuance, passport validity, customs regulations, inoculation requirements, and currency exchange rates. Serve as a key resource for traveler inquiries, providing accurate and timely information to support a smooth and compliant travel experience.
• Manage attendee trip-related activities and additional expenses, ensuring accurate tracking and documentation. Prepare and issue invoices for applicable charges and process credit card payments in compliance with company policies and security standards.
• Develop, prepare, and distribute comprehensive communication materials including registration packets, trip itineraries, confirmation letters, and post-trip mailings.
• Accurately enter and manage attendee registration data in GPS's proprietary Meetings Management System. Generate reports and summaries to support program planning, execution, and post-program evaluation.
• Take initiative in developing and recommending effective solutions to resolve problems promptly and efficiently. Collaborate with internal teams and external partners as needed to implement resolutions and maintain program quality.
• Prepare comprehensive travel staff materials to support successful on-site program execution. Materials include, but are not limited to: Trip Director books, airport arrival/departure packages, event signage, and other essential on-site program documents. Ensure all materials are accurate, organized, and aligned with program objectives and branding guidelines.
• Participate in direct communication with program participants through email and/or text messaging for assigned travel programs.
• Ensure timely delivery of important updates, reminders, and personalized travel information to enhance the attendee experience and engagement.
• Assume additional responsibilities in the absence of the Travel Account Manager, maintaining full oversight and understanding of program operations.
• Ensure logistical control of assigned programs and continuity of service by proactively identifying and resolving issues.
• Provide leadership support and act as a point of contact to ensure program execution remains smooth and on schedule.
• Provide support to fellow Travel Coordinators during peak times, high-volume periods, or as needed to ensure overall team success and program continuity.

Knowledge, Skills, and Abilities

• Fluent in spoken and written English at an idiomatic level.
• Excellent interpersonal and communication skills, with strong attention to detail.
• Proven ability to manage multiple tasks in a fast-paced environment, set priorities, and work both independently and collaboratively.
• Skilled in proofreading and ensuring accuracy of all communication materials prior to distribution.
• Demonstrated ability to interact with individuals at all organizational levels with tact, professionalism, and diplomacy.
• Strong budget management skills with the ability to adhere to strict program guidelines.
• Capable of prioritizing and delegating tasks effectively in high-stress situations while maintaining organization and control.
• Excellent analytical and problem-solving abilities.
• Extensive customer service experience with a focus on delivering high-quality support.
• Flexible schedule and willingness to assist staff outside standard hours as needed.
• Proficient in Microsoft Word, Excel, and Outlook.
• Strong skills in internet research and gathering accurate information.
• Ability to learn, understand, and operate GPS’s proprietary registration and meeting management system.

Education and Work Experience

Minimum 2 years travel coordinator experience in hospitality or hotel industry; OR

Bachelor's degree in hospitality management; and minimum 1 year customer service experience.

Minimum 1 year travel industry related experience required.

Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.