Coordinator - Group Travel (Remote)

Coordinator Level 2, Group Travel, Event Management Services

This Coordinator, Level 2, position with a focus on incentive travel is divided between 40% Incentive Travel (IIT) Program Fulfillment, and 60% Group Travel Management.  The Coordinator, Level 2, will work closely with the Strategic Account Manager, Account Lead or Meeting Owner and the client to understand the program goals and objectives as they are related to IIT packages, group air and awarded services for each program.  The Coordinator, Level 2, then focuses on the administration and tactical operations of managing IIT programs and attendee air services, in order to provide optimal services to the account in support of those goals.  The Coordinator, Level 2, must be able to work effectively and efficiently with internal support teams, external clients, and attendees to ensure satisfaction with travel services. 

What you will do here:

Airline Booking

• Secure timely and accurate air/hotel/car reservations consisting of domestic and international itineraries according to set program parameters
• Prepare airfare analysis / group fare quotes
• Manage airline block space
• Utilize proper airline discounts; either M&IW or client’s and track savings
• Knowledge of exchanges, voids, refunds and debit memos
• Monitor flight arrivals and departures for your programs via SafeToGo
• Provide assistance to travelers through all stages of the booking process, including itinerary modifications after ticketing

Individual Incentive Travel specific responsibilities

• Communicate and coordinate with fellow fulfillment team members
• IIT package redemption/fulfillment
• Prepare and send IIT travel documents electronically or print and ship to winners
• Update redemption and program master IIT grids with commission and fulfillment details
• Prepare and send post IIT program summaries

Program Management Services:

• Provide quality control processes for your reports. Examples include:  A/D Report vs. Hotel Rooming list; cross checking to ensure all attendee registration are booked and ticketed
• If aligned on a team, communicate with the Attendee Registration Coordinator any changes to registration which effect hotel dates; example; attendee arriving early due to flight availability whereas additional hotel night would be required
• If aligned on a team, communicate to Program Owner any items of concern not limited to deviations and high airfare costs
• If aligned on a team, communicate to onsite lead any delays/cancellations on arrival and departure days

Financial Management

• Adhere to program airline budget per program
• Review and correct final billing within 2 weeks from program end date

On-Site Services:

• As requested, provide quality on-site assistance for the programs

Training

• Attend internal & external training (Apollo) and networking opportunities to further your industry knowledge
• Seek out training and advancement by working with senior individuals and leaders in the department
• Keep updated on all airline procedural changes

Onsite Physical Activities (Non-Essential Functions)

This position includes a set of nonessential physical activities associated with onsite event support. These activities are not fundamental to the core duties of the Group Travel Coordinator role but may be required during live event execution. While the essential functions of the position center on planning, coordination, communication, client management, and project leadership, certain onsite tasks involve physical activity that supports event operations and if unable to perform these physical activities the company needs to know. 

Physical activities include, but are not limited to the following:

• Movement & Positioning: Frequent standing and walking are required, particularly during event setup and teardown, registration, and onsite administration. Extended periods on one’s feet are common throughout an event, often up to 4 hours without a rest break. A typical onsite day may last 8 to 14 hours, depending on client needs and agreements.
• Sitting: Occasional sitting is required during planning meetings, travel to and from event sites, computer-based work, or registration duties.
• Lifting and Carrying: Ability to lift, carry, push, or pull event materials, supplies, signage, or equipment weighing 25 to 40 pounds. Items over 25 pounds require assistance from another M&IW team member.
• Reaching and Grasping: Event setup and breakdown may involve reaching overhead and handling tools or materials.
• Bending/Kneeling/Crouching: Occasionally required during event setup and breakdown.
• Repetitive Motions: Repeated hand and arm movements may occur during tasks such as preparing registration, arranging event spaces, or setting up displays.
• Travel Requirements: Frequent travel to event sites, venues, and client locations, often involving overnight stays. This may include navigating airports, train stations, hotels, and conference centers.
• Operating Vehicles: Occasional driving may be required to transport materials or travel to off-site event locations. This applies only to approved drivers with prior authorization from the Onsite Lead.
• Working in Varying Environments: Events occur in diverse settings, including indoor venues (conference centers, hotels) and outdoor spaces. Fluctuating temperatures, weather conditions, crowded or noisy environments, and varying lighting levels may be encountered.

What we expect: 

Details of these areas are shared during interviews and monthly reviews:

• Cultural Excellence  
• Role Expectations  
• Emotional Intelligence

What you will bring:

• College Degree or equivalent
• Minimum 2-3 years of leisure travel consultant/agent experience providing end to end full-service assistance
• Leisure travel product experience with wholesale tour operators and cruise lines
• Proven excellent oral and written communication skills in both internal (management, and peers) and client-facing environments. Attendee communication via a hunt group requires professional answering of phone calls.
• Demonstrated track record of successfully managing multiple projects simultaneously
• Ability to deliver creative outputs in a constricted timeline while maximizing available resources
• Ability to travel approximately 15% of the time, potentially including internationally
• Wide range of computer skills:
• Proficient in Word, Excel, Outlook
• Proficient in Apollo GDS
• Database management programs (basic knowledge of Lanyon and Cvent)

What we provide:

• Competitive salary
• Health, Dental, Vision and Life Insurance options
• 401K plan
• Paid holidays
• Accrued personal time off for vacation and sick leave
• Laptop, additional monitor, and mobile phone
• Global Giveback program for volunteer service
• Remote Office / Work from home, or option to work in our corporate headquarters located near Milwaukee

Who we are:

Meetings & Incentives Worldwide, Inc. is an Equal Opportunity Employer who prohibits discrimination and harassment of any kind and affords equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, childbirth, reproductive health decisions, sexual orientation, and gender identity), national origin, age, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.  Meetings & Incentives Worldwide, Inc. specializes in global event management with virtual, hybrid, and in‑person experiences of all shapes and sizes, as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third generation, privately held, certified Women's Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil.

GLOBAL HEADQUARTERS:        

10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553

www.meetings-incentives.com

M&IW associates are located throughout the US, UK, Latin America and Asia Pacific Regions.