Offer summary

Qualifications:

Minimum 5-7 years of experience in the meetings or travel industry., Strong knowledge of international group booking, fare construction, and airline policies., Proficiency in travel management software such as Galileo and Cvent., Excellent communication skills in both written and verbal forms..

Key responsibilities:

Manage international group air reservations and ticketing processes.

Coordinate with internal teams and clients to ensure travel arrangements meet program goals.

Monitor flight schedules and manage airline space and refunds.

Provide quality control for reports and communicate changes affecting travel plans.

Job description

Seeking an experienced travel professional with 5+ years in international group booking and ticketing. Must have strong knowledge of fare construction across multiple airlines, international airport logistics, and airline-specific policies (seating, baggage, ticket changes/refunds). Expertise in creating efficient, cost-effective roundtrip itineraries on a single ticket is essential.

The Sr. Group Travel Coordinator will work closely with the Event Experience Manager to understand the program goals and objectives and provide strong travel support to all assigned programs. The Sr. Group Travel Coordinator/Express Travel Manager focuses on travel management, reporting and client needs as outlined by the Event Experience Manager. The Coordinator works effectively and efficiently with the internal support teams, external clients and stay in compliance with the corporate and/or pharmaceutical guidelines.

What you will do here:

Follow all client mandated SOPs as required
Airline Booking
- Secure timely and accurate air reservations consisting of domestic itineraries according to set meeting parameters
- Monitor flight arrivals and departures for your programs
- Utilize proper airline discounts; either M&IW or client’s and track savings
- Manage block airline space
- Knowledge of exchanges, voids, refunds, and debit memos
- Review Queues on a daily basis
- Knowledge of complex, manual exchanges and pricing records
Event Management
- Provide quality control processes for your reports. Examples include A/D Report vs. Hotel Rooming list; cross checking 22, 15 and again at 8 days from meeting start date
- Communicate with the Attendee Experience Coordinator any changes to registration which effect hotel dates; example; attendee arriving early due to flight availability whereas additional hotel night would be required
- Communicate to Event Owner any items of concern not limited to deviations and high airfare costs
- Group Travel Coordinator will also:
  - Ability to book and ticket large, complex programs (500+)
- Financial Management
  - Adhere to airline budget per program
  - Correct final billing within client-specified requirements
  - Express Travel Manager will also:
    - Reconciliation management including estimated invoice and final invoice requirements
  - Training
    - Attend internal & external training (Galileo) 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

Who you will work with:

Reporting to the Manager or Sr. Manager, Group Travel, Global Operations
Internal team members from multiple departments
External Clients and Key Stakeholders

What we expect:

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

Cultural Excellence
Role Level Function
Emotional Intelligence

What you will bring:

College degree or equivalent experience
Minimum 5-7 years of experience in the meetings/travel industry
Proven excellent oral and written communication skills in both internal and client-facing environments
Demonstrated track record of successfully managing multiple projects simultaneously
Knowledge of database and travel management programs (Cvent and Galileo preferred)
Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
Experience with additional agency software such as iBank, iQCX, Booking Builder, Magnatech, and/or SafeToGo is a plus

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:
M&IW is a global event management firm specializing in 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.

M&IW provides a portfolio of management services for meetings, events, incentives, conferences, and tradeshows. Those services include Event Management and Design, Event Sourcing, Attendee Registration and Reporting, Event Technology and Production, Creative Services, Event Marketing and Communications, Gifting and Engagement Strategies, Incentive and Recognition Solutions, Group Air Travel, On-Site Execution and Staffing, and Event Analytics. Our consulting and enterprise services include Technology Implementation and Administration, Meeting Policy, Process and Optimization, Third-party Governance, Executive Dashboards and Analytics, and Sustainability Best Practices and Tracking.

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 located throughout the US, UK, Latin America and Asia Pacific Regions

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