Group Coordinator

Summary

Join our team as a Group Coordinator! We're a leading provider of group travel services, assisting thousands of couples with destination weddings. This remote position, open to Latin American candidates, requires extensive event coordination experience, exceptional organizational skills, and fluency in English and Spanish. You will be responsible for managing group agreements, collaborating with wholesalers, and ensuring accurate pricing and terms. The ideal candidate is detail-oriented, a strong communicator, and proficient in various software applications. This role offers the opportunity to contribute to a successful team and develop clear procedures for internal use.

Requirements

• Must be very detail oriented and organized
• Must have the ability to prioritize multiple tasks throughout the day and demonstrate good time management
• Must be able to maintain a strong work flow, while providing updates to keep the process moving along
• Must be comfortable with some repetition in position while still maintaining attention to detail
• Capability to work in a fast paced, consistently busy environment
• Proficient in written and verbal English language
• Proficient in Word, Outlook, Excel, etc
• Proficient in Google Workspace
• Demonstrate strong verbal and written communication skills
• Team oriented
• Complete continuing education provided internally on new procedures or learning opportunities

Responsibilities

• Add correct amenities, terms and promotions into group agreements
• Work with wholesaler partners to approve applicable price matches
• Assist our affiliated specialists with any price matching or general group contract questions
• Review and confirm group agreements with our preferred wholesalers
• Ensure all promotions, rates, and terms/conditions are accurate within the group agreement prior to confirmation
• Update and revise any group agreements with requested changes or expired rates
• Work with our wholesaler partners to communicate on group space rates, amenities and terms and conditions for confirmation
• Follow up with wholesalers for outstanding rates and agreements
• Process the group agreement within the DWT system to allow for guest booking, once confirmed
• Create and process amendments to group agreements when needed
• Assist DWT specialist’s questions regarding confirming group space and unsigned group agreements
• Maintain an organized work flow and prioritize outstanding or urgent items
• Help develop and document clear procedures and modules for our team to reference
• Cross train in other areas of the department to assist when necessary
• Work with the Group team to achieve uniform goals and standard response times
• Gather appropriate level of information needed to make decisions
• Escalate issues to upper management when appropriate
• Build relationships within organization (resorts/wholesalers/sales representatives)

Preferred Qualifications

• Extensive experience coordinating events
• Completely fluent in both English and Spanish