Operations Travel Coordinator

JOB POSITION:  Full-Time or Part-Time, Operations Travel Coordinator

BRANCH LOCATION:  City of Industry, CA - THIS IS NOT A REMOTE POSITION, MUST REPORT IN PERSON

DATE AVAILABLE:  Immediately

 Advanced Incentive Travel has been in business since 1990 and is located in the City of Industry.  We work primarily with incentive groups and we have a loyal client base.  Our clients are well-traveled and it is our goal to offer them exciting and luxurious destinations. We travel with the groups to ensure their incentive trip is well coordinated from start to finish and we pride ourselves in providing personalized, quality service.  We're looking for an experienced, service-oriented group travel coordinator to join our team.  If you have a desire to travel and a passion for excellence, contact us today.  Visit our website at travelait.com for more information. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Overall responsibilities include coordinating group travel incentive programs, and working with the client contact to provide exceptional service:

• Design and maintain our registration website for participant registrations (Cvent online registration)
• Coordinate program details as per client contract and budget:
  • Work with the hotel(s) including submitting rooming lists, selecting menus, event décor, and entertainment.  Manage payments as contracted and maintain cancellation deadlines.
  • Work with DMC (and/or other vendors) to coordinate airport transfers, tours, and offsite events/dinners using the budget provided.  Manage payments as contracted and maintain cancellation deadlines.
• Communicate with group participants and handle special requests/questions. Most of our clients have been with us for years – excellent service is a priority.
• Produce creative trip information correspondence to send out to participants including trip announcements, extension packages, congratulation letters, program of events, trip information letters, and tour information.
• Invoicing clients and managing cash flow. 
• Select and order pre-trip documents including name badges, travel wallets, and luggage tags.
• Assemble pre-trip documents and mail them to participants

The ideal candidate must be willing to travel with the group programs. The ideal candidate has a desire to learn other functions in incentive travel (planning, costing, supplier negotiations, writing client contracts, and booking air travel). 

We’re a small team and occasionally help each other with the workload. Cross-training will be part of the job. 

MINIMUM EDUCATION AND EXPERIENCE:

• Travel Schooling or Bachelor’s Degree
• Experience with coordinating group travel

PREFERRED SKILLS:

• Proficiency in Microsoft Word, Excel, and PowerPoint
• Proficiency in Canva
• Proficiency in Google Docs
• Proficiency in Social Media Marketing
• Creative writing abilities
• Excellent verbal and written skills are necessary to communicate with client contacts. 
• International destination knowledge and travel experience are helpful.

WE OFFER: 

• $55K - $68K annually plus a progressive incentive plan along with great healthcare benefits, holiday pay, vacation benefits, and more.