Group Travel Coordinator

At AAA Western and Central New York, our Associates are committed to providing our members with a totally satisfying experience. Therefore, we seek Associates who are dedicated to this purpose, people who truly demonstrate compassion, empathy and unsurpassed service. These are the people that help us create a loyal membership base that strengthens our mission—to be our members’ most trusted provider of high quality automotive, travel, insurance and other relevant products and services that offer safety, security, peace of mind, value and convenience. AAA Western and Central New York is regularly recognized as one of the best & healthiest places to work in the WNY & CNY area. In addition to a market competitive salary, Associates are eligible for a wide selection of benefits (dependent upon position) including: Medical, Dental, Life and AD&D Insurance Flexible work schedules Pre-Tax & Roth 401(k) plan with company match Health Spending Accounts with company contribution & Flexible Spending Accounts Company Paid Short-term & Long-term disability Paid time off Tuition reimbursement & company-paid training programs FREE AAA membership & travel / product discounts Paid Volunteer Time Off Job Responsibilities 25% Group Travel Operations: Coordinate operational activities that support the planning and delivery of group travel experiences while providing administrative and operational support to Group Travel Advisors. Assist with reservation processing, traveler communications, document distribution, departure materials, and final trip preparation to ensure accurate and timely trip administration. Coordinate supplier communications, including traveler information, confirmations, payments, and operational updates. Complete responsibilities accurately, efficiently, and within established timelines while identifying opportunities to improve processes and delivering exceptional customer service. 20% Customer & Member Experience: Deliver exceptional service to members, suppliers, and internal business partners through professional, responsive, and effective verbal and written communication. Respond promptly to inquiries, provide accurate information, maintain confidentiality, and resolve routine issues in a timely manner. Build and maintain positive working relationships that support the successful delivery of group travel experiences, enhance the member experience, and contribute to departmental sales, member satisfaction, and operational success. Demonstrate professionalism, adaptability, and a service-oriented approach in all interactions while supporting the overall goals of the Group Travel department. 20% Department Administration & Financial Coordination: Perform departmental financial and administrative functions, including reconciliation activities, payment processing, purchasing card administration, and related accounting support. Process financial transactions, maintain accurate records and supporting documentation, ensure compliance with established accounting procedures and organizational policies, and assist with administrative projects and special assignments. 20% Reporting & Data Management: Prepare and maintain operational, sales, and performance reports that support departmental planning and decision-making. Compile customer feedback, maintain departmental records, ensure data integrity, identify trends, and provide accurate, timely operational information. Distribute reports and departmental information to leadership and team members to support effective communication and informed decision-making. 15% Marketing & Communications Support: Under the direction of department leadership, develop, format, proofread, update, and distribute publications, promotional flyers, presentations, website content, and other marketing communications. Ensure materials meet brand standards, are accurate, current, and delivered within established timelines. Job Specific Requirements Ability to manage all logistical aspects of group travel, including creating and distributing manifests & itineraries Experience in processing payments and maintaining accurate financial records Demonstrated ability to complete tasks efficiently and within established timelines Demonstrated knowledge & understanding of Group Travel Skilled in Microsoft Office products, Axis, SalesForce, and/or other similar programs Ability to adapt to changing circumstances and handle additional duties as assigned by Department Leadership Proactive approach to problem-solving and a willingness to take on new challenges High level of accuracy in planning and executing travel arrangements Excellent listening, communication, presentation, organizational, and interpersonal skills Physical Requirements Ability to perform routine office tasks that includes operating a computer for long periods of time, sitting, filing and communicating on the phone Must be able to lift, carry, push, pull a maximum of 25 lbs Ability to perform all physical functions consistent with travel including sitting in airplanes and driving for long periods of time Starting rate: $21.00 - $24.55 per hour This position does not offer visa sponsorship now or in the future.