Group Travel Coordinator

Job Summary:
We're on a mission to find a polished, detail-driven Groups Manager to run the day-to-day lifecycle of our group trips, including corporate groups, destination weddings, and honeymoons. Once a group contract is in place, you'll take charge of setup, guest bookings, payments, supplier coordination, and in-travel support. You'll be the warm, confident voice guests hear by phone and email, working under the direction of our lead advisors.

Key Responsibilities:

• Create client-facing group pages in Travefy and internal reservation groups in VacationCRM after contracting is done
• Set reminders for each group's attrition dates and payment deadlines
• Book guests into groups from submitted forms and set up every reservation in VAX
• Send invoices and payment emails, chase deposits, process payments in VacationCRM, and send paid invoices with next steps
• Keep watch over individual reservations and send guests timely payment reminders according to contract requirements
• Track attrition dates, payment deadlines, and other contract requirements, and alert the lead advisor well ahead of time
• Convert supplier agreements into company contracts from existing templates
• Gather guest flight details and build transfer manifests for group transfers
• Forward group special requests to hotels, such as VIP flags and amenities for wedding couples
• Act as the main contact for guest questions by phone and email, and give on-call support while groups are traveling

Mandatory Skills:

• Excellent verbal English: confident, warm, and clear on the phone, including in time-sensitive situations
• Polished, professional written English suited to luxury clients
• Exceptional attention to detail, especially with payments, deadlines, and manifests
• Proficiency in Travefy, including building group pages and sending itineraries and travel documents
• Ownership mindset and the ability to track many guests and deadlines at once without anything slipping
• Discretion and professionalism with high-net-worth clients, corporate accounts, and sensitive financial details
• Availability for on-call support while groups are traveling
• Working knowledge of Microsoft Office (Outlook, Excel, PowerPoint)
• Responsible, sharp-eyed, and independent
• Strong communication skills

Preferred Skills:

• Experience with VacationCRM
• Experience with VAX
• Prior group travel management experience, including group contract requirements and attrition
• Destination wedding or corporate incentive travel experience
• Skilled at keeping several projects running at once

Why Join Us:
This is a chance to join a high-performing luxury travel team and take true ownership of large, high-value group trips. You'll work closely with experienced lead advisors and move into greater responsibility as you prove yourself. If you love making guests feel looked after from booking to return, you'll thrive here.