About the role
As a Group Travel Coordinator, you will plan, organize and manage travel arrangements for groups of varying sizes from small corporate teams to large leisure or event groups. Youll coordinate logistics across flights, hotels, ground transportation and activities, act as the primary point of contact for clients and vendors, and ensure travel programs run smoothly from reservation through departure and post-trip follow up.
Key responsibilities
Coordinate end-to-end group travel logistics including flights, accommodations, ground transportation, transfers and activities.
Prepare and manage group contracts, rooming lists, payment schedules and invoices.
Negotiate and secure group rates and terms with hotels, carriers, and local suppliers.
Build detailed itineraries and passenger manifests; verify booking accuracy and policy compliance.
Monitor group bookings, proactively address schedule changes, and troubleshoot issues before and during travel.
Maintain accurate records of reservations, deposits, cancellations and refunds.
Communicate clearly and promptly with clients, vendors and internal teams to confirm requirements and resolve questions.
Support on-site coordination or remote check-ins for departures/arrivals and group events as needed.
Assist with post-trip reconciliation and feedback collection to identify improvements.
Requirements
1+ years experience in travel coordination, hospitality, events, or a closely related administrative/customer service role preferred.
Strong organizational skills with the ability to manage multiple bookings and deadlines simultaneously.
Excellent verbal and written communication and negotiation abilities.
Detail-oriented mindset and proven problem-solving skills under time pressure.
Basic computer skills required (Microsoft Office especially Excel and Word email, internet research; familiarity with online booking tools or reservation systems is an advantage).
Comfortable working flexible hours on occasion to support group departures, arrivals or vendor time zones.
Professional, client-focused approach and ability to build rapport with diverse stakeholders.
Benefits
Competitive compensation with opportunities for performance-based incentives.
Flexible work arrangements may be available depending on company policy.
Career progression and exposure to large-scale event and travel programs.
Supportive team culture and access to industry tools and supplier networks.
Employee travel discounts and preferred partner rates, plus standard benefits where offered (paid time off, health coverage, etc., subject to company policy).