Job Description

POSITION PURPOSE:

This individual works in a team environment that oversees project development, including website creation, management and registration, program logistics, and all communication with travelers. They are also responsible for customer service, clarification of travel requirements, and is an integral part of the process that determines the success of program operation.

 

The position balances administrative and operational tasks and therefore requires a tremendous attention to detail, multitasking under pressure in a fast paced environment, yet also an ability to see the larger picture. Candidate must be a team player, with a positive attitude and the ability to deliver excellent customer service. The Travel Coordinator must understand the mission of GPS and as a representative of the organization, must reflect GPS’ high standards and organizational values at all times.

 

 ESSENTIAL FUNCTIONS:

Assists with the communication and logistics for incentive or meeting attendees to travel to/from domestic and international destinations, including hotel accommodations and ground transportation while providing exemplary customer service

 

Interfaces with service providers including: hotels, Destination Management Companies (DMC’s), and online research with respect to guidelines for travel requirements related to a specific destination (e.g., visa issuance, etc.). Also serves as general resource for all traveler inquiries such as passport and inoculation requirements, customs regulations and currency exchange rates

 

Manages communication with service providers in USA and abroad as well as with relevant staff members regarding payment of additional travel arrangements.

 

Responsible for activity and/or additional expenses associated with an attendees trip and issues invoices and collects credit card payments.

 

Researches program destinations to obtain knowledge to communicate successfully to travelers and develops, prepares and mails-out communication materials including but not limited to: registration packets, trip itinerary packets, confirmation letters, and post trip mailings.

 

Accurately manages registration data into GPS proprietary Meetings Management System and updates, reconciles and analyzes data and prepares summaries and reports.

 

Responsible for handling special requests such as pre and post ground extensions, (hotel, transfers, activities, etc.) dietary and medical needs, and VIP arrangements.

 

Researches problems, takes initiative in suggesting solutions to resolve issues related to program

 

Prepares travel staff materials to be used for the program.  Materials include but not limited to; Trip Director Books, airport packages, signage, onsite program trip materials, etc.

 

Facilitates virtual briefings and participates in emailing and/or texting each participant on assigned travel programs

 

Assumes additional responsibilities in absence of the Travel Account Manager; maintains a complete understanding of program operations, maintains logistical control of programs, and takes initiative to identify and resolve issues.

 

Assists other Travel Coordinators during times of need.

 

Performs other related duties and assignments as required.

 

NONESSENTIAL FUNCTIONS:

 

Assists Travel Account Manager with special projects

 

KNOWLEDGE, SKILLS and ABILITIES

Can speak and write English at an idiomatic level

Excellent interpersonal skills with outstanding attention to detail

Ability to handle multiple tasks simultaneously in a fast-paced environment, set priorities, and work both independently and in a team environment

Accurately proofs communication materials before delivering

Ability to interact and communicate effectively with individuals at all levels of the organization with tact and diplomacy

Ability to manage and adhere to strict program budget

Ability to prioritize and delegate in high stress situations while staying organized

Excellent analytical and problem solving skills

Extensive customer service experience

Flexibility with schedule to assist staff as needed

Proficient in Microsoft Word and Excel

Proficient knowledge of Microsoft Outlook

Extensive Internet Research

Operates within the GPS proprietary registration system       

      

Ability to develop long-term plans and programs and to evaluate work accomplishments; ability to apply and adapt practices and techniques to the special requirements of senior management.  Ability to establish and maintain effective relationships with management staff, team members, and the general public; ability to present facts and recommendations effectively in oral and written form; ability to accept constructive criticism from supervisor; ability to follow company policies.

 

EDUCATION AND WORK EXPERIENCE:

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

 

A Bachelor's degree in Hospitality Management and minimum 1 year customer service experience.


Minimum 1 year travel experience preferred.

 

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

 

               

                AMERICANS WITH DISABILITY SPECIFICATIONS

 

                PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the team member is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.  The team member must occasionally lift and/or move up to 75 pounds.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

 

WORK ENVIRONMENT:

Work environment characteristics described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Regular attendance is necessary to successfully perform this job; extended hours may be necessary from time to time.

 

While performing the duties of this job, the team member is exposed to weather conditions prevalent at the time.

 

The noise level in the work environment is usually moderate.

 

The stress level can be high, usually deadline driven.

 

 No traveling required.

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