We are seeking a talented Air and Registration Specialist to support our Account teams and clients. The ideal candidate will have experience creating registration timelines that are incorporated in the program timelines, while meeting all client expectations while exhibiting first-rate customer service whether it’s over the phone, via email or at an event, meeting or incentive travel program. The Air and Registration Specialist is responsible for Cvent coordination of registration process, participant correspondence, hotel room block management and activity coordination within a travel program. This person should have a concierge level of service to our clients and guests by utilizing their extensive destination and industry knowledge.

Job Responsibilities:

• Manage pre-program requests for VIPS
• Handle complex land and air requests
• Utilize scripts/workflow processes, applies airline contracts, manage block space, complete program accounting information, and stores airfares
• Communicates travel itineraries, fare rules/regulations, confirmation numbers, cancellation policies, code shares, upgrades, seating confirmation, and industry updates to event, meeting or incentive travel attendees. 
• Document airline records via the Global Distribution System, which includes client reporting information, itinerary remarks, future pricing lines, and participant changes documentation 
• Ensure that price quotes are ticketed accurately, preferred carriers are maximized, and ARC policy requirements are met
• Track and follow up on critical dates to ensure report and program deadlines are met. 
• Attend meetings regarding web registration setup, ongoing training to enhance knowledge, skills 
• Performs special assignments as directed by management
• Create registration timelines to be incorporated into program timeline 
• Responsible for managing set up of Program toll free number and email boxes
• Confirm script is recorded, test # for confirmation set up is complete
• Responsible for monitoring call volume, providing customer service and answering calls/returning voicemails for assigned program phone queues
• Review and test website prior to submitting to all program stakeholders for review
• Responsible for FINAL testing and PROOFING to ensure that all functions and reports are working correctly and reporting accurate information
• Provide Reports Links to Client and Internal Account Teams. 
• Consistently provide outstanding participant support on phone calls and in email responses, external messaging, email blasts creations
• Manage all internal and external reporting requirements. 
• Maintenance and management of rooming lists, hotel block, activities, sessions, etc. 
• Act as liaison between internal departments and external partners for attendee changes using appropriate change request procedures. 
• Responsible to Program Managers for program registration tasks. 
• Coordinate Event Email communications when requested by Account Team.
• Assist with on-site registration responsibilities of event, meeting or incentive travel programs. 
• Compiling accurate reports for Account Team and Accounting
• Prepare reconciliations for final billings

Qualifications and Skills

• Minimum of 5 years of experience in meetings, travel, trade show, and/or hospitality industries
• Knowledge of Hospitality and Meetings & Incentive Industry
• Strong Computer Skills: must have Cvent, Sabre Excel, Word, web-based registration systems
• Strong written and verbal communication skills
• Self-starter – motivated - resourceful
• Exceptional time management skills
• Ability to deliver high level of customer service
• Ability to maintain high level of accuracy and attention to detail
• Positive and enthusiastic attitude
• Proactive with a sense of urgency
• Ability to stay calm under pressure and effectively multi-task while maintaining professional rapport with internal and external clients
• Willingness to work as a team and pitch in as needed
• Willingness to work long hours as necessary in the office and on site
• Ability and desire to travel