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Group & Meeting Specialist


PayCompetitive
LocationRemote
Employment typeFull-Time

This job is now closed

  • Job Description

      Req#: 2613875
      Job Type

      Full-time

      Description

      Business Title: Group and Meeting Specialist

      Reports To: Vice President, Corporate Travel

      Salary Classification: Full-Time, Exempt

      Job Summary

      The Group Air and Meeting Specialist is responsible for the leadership, management, staffing and fiscal budgeting on a client/event account. They are responsible for directing and setting strategies, standards, initiatives, and goals for contracted group air and events. Additionally, this position is responsible for all program operations of assigned accounts, providing staffing and service levels at or above minimum operation standards within budget. The position will provide a consultative approach and solution(s) for full program effectiveness and efficiency and serve as liaison and a subject matter expert for clients and suppliers. Group Air and Meetings operates as its own entity/revenue and cost center under the corporate branch.

      Reasonable Accommodations Statement

      To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

      Requirements

      Essential Duties and Responsibilities
      • Scope and manage all group air movements of 10 or more participants, including negotiated group air blocks, discounted meeting fares, individual group air tickets, optional trip deviation packages, and ground transportation.
      • Work with client contact to coordinate group air program needs, program criteria, and traveler contact lists. Create air reservations as requested and in accordance with each individual program criteria.
      • Quote, analyze and negotiate group air appropriately. Provide a thorough fare search and alternative options for each client utilizing all forms of booking methods to include Booking Builder and online websites, as needed. Evaluate supplier choice based on customer needs and preferred vendor policy.
      • Work with clients, Operations Manager, Program Managers and Accounting to create Group Air agreements; establish set-up and service fees. Ensure appropriate ARC number is used.
      • Communicate with, and provide counsel to, participants for air transportation fulfillment, including proposing air options, price/value of different travel products, and determining the best route to meet schedules and budgets throughout the ticketing process.
      • Provide Duty of Care reporting to client and participants by monitoring flight status and delays on group movement dates to ensure travelers are assisted if they encounter problems (this may require additional evening and weekend hours). Answer questions and provide support to travelers.
      • Communicate final itinerary to traveler via email or print, dependent on the clients' requirements, and including appropriate attachments if required
      • Manage payments, utilizations, ticketing dates and block cancellations.
      • Responsible for tracking and reporting Value Added amounts within each PNR and/or service provided, as required by each specific client.
      • Fee collection in line with established group fee policies, noting that each group may vary.
      • Financially accountable for all incurred debit memos and responsible for PNR accuracy (Udids, Itinerary remarks, correct discount codes and numbers, Ticket / Invoice totals, Low fare decline codes, etc.). Use proper scripts as well as optional scripts. When needed, work with Operations to streamline Group Air process and create efficiencies.
      • Perform quality control checks on group ticketing.
      • Works closely with Operations Manager on management of group movement and report new group movement, including current issues.
      • Scope and manage small meetings, working closely with Hotel Specialist.
      • Partner with Liaisons for large scale meetings and events.
      • Promotes Group Air and Meetings Department via scheduled meetings, client business reviews, quarterly newsletters or other related events or meetings.
      • Work cooperatively with Group Air agent(s) on training and support of all active group air programs, including collaboration within the department to work toward the best streamlined processes to serve the clients.
      • Manage other air-only groups as assigned by management, including the Leisure Department when requested.
      • Responsible for managing Group department P&L, including forecasting revenues and planning for adding additional help when workload requires. The P&L will be reviewed with Leadership monthly.
      • Manages All Access meetings and training.
      • Books Acendas Employee Travel.

      Transferable Skills
      • Computer Skills - Skilled with computers, takes advantage of new technology, learns new tools quickly, uses technology to enhance job performance.
      • Judgment - Able to formulate a sound, accurate and timely decision using the available information. Supports and explains reasoning for decisions. Includes appropriate people in decision-making process.
      • Quality - Strives to eliminate errors, accurate work is a priority, seeks opportunities to improve product/services.
      • Communication (Oral & Written) - Communicates effectively with others using a variety of methods and tools.
      • Negotiation Skills - Ability to reach outcomes that gain the support and acceptance of all parties, effective closing techniques.
      • Customer Service - Works well with internal and external customers, promotes a positive image of the company, focuses efforts on meeting the client's needs, understanding their concerns, solving issues, and seeking to build trust.
      • Dependability - Meets deadlines, works independently, ability to work under pressure, accountable, maintains focus, punctual, good attendance record.
      • Project Management - Ability to organize and direct a project to completion; Monitors status of projects, thoroughly deals with project details, holds project owners accountable, delivers clear, accurate depiction of status.
      • Analytical Skills - Ability to use thinking and reasoning to solve a problem.
      • Interpersonal - Ability to get along well with a variety of personalities and individuals; builds strong relationships, is flexible/adaptable, works well with others, solicits feedback.

      Qualifications
      • High school degree or General Education Degree (GED) is required.
      • Minimum of five (5) years' group travel coordinator experience.
      • Full knowledge, understanding, and application of airline specific MICE/Zone/Corporate discount agreements to ensure compliance for all applicable tickets.
      • Intermediate knowledge of MS Excel and PowerPoint.
      • Proficiency in MS Word, Excel, Access, and Outlook.
      • Sabre GDS experience required.
  • About the company

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