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.
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.
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
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.
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
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
Assists other Travel Coordinators during times of need.
other related duties and assignments as required.
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
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
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
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.
equivalent combination of experience and training that provides the required
knowledge, skills, and abilities.
AMERICANS WITH DISABILITY SPECIFICATIONS
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.
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.
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
attendance is necessary to successfully perform this job; extended hours may be
necessary from time to time.
performing the duties of this job, the team member is exposed to weather
conditions prevalent at the time.
noise level in the work environment is usually moderate.
stress level can be high, usually deadline driven.
No traveling required.