Charter & Group Sr. Coordinator

Position Summary

• Manage all aspects of group Tour Operations Agreements (TOAs), including drafting, execution, record-keeping, renewals, and coordination with legal counsel when partner-specific language is introduced.
• Oversee charter contracts from initial proposal through final execution, accommodating varying levels of complexity and ensuring alignment with client requirements and company standards.
• Create and maintain charter proposals, updating as needed in response to client inquiries, itinerary changes, or market conditions; manage the opening and closing of charter space in company systems.
• Administer the LEX Affinity & Charter Portal, including managing user credentials, troubleshooting access issues, and contributing to ongoing portal development and redesign efforts.
• Serve as the primary liaison between affinity group partners, charter clients, and internal departments, including but not limited to Groups Team, Charter Coordinators, operations, marketing, finance, legal, guest services, and the shipboard team.
• Support marketing for affinity groups, including supplying copy and imagery to partner organizations, completing organization-specific marketing submissions, and reviewing partner-facing materials for accuracy and brand consistency.
• Coordinate pre-departure and onboard arrangements (OBAs) for group and charter programs—including but not limited to guest speaker/host scheduling, pre-departure communications, special programming, group photography, etc.—ensuring seamless execution through close collaboration with internal teams, field staff, and shipboard personnel.
• Lead or participate in virtual and in-person meetings, presentations, conferences, or other client or guest-facing activities.
• Submit charter, group, and related invoices for payment, maintain tracking spreadsheets and ACH payment records.
• Coordinate internally and with partners to confirm onboard bookings, follow-up tracking, and payouts.
• Maintain and renew annual insurance certificates for affinity groups, charter clients, and travel agents in coordination with the insurance provider and internal stakeholders.
• Enter and manage group brochure requirements and project tasks in project management systems; maintain and audit internal file systems (G-drive, SharePoint) to support team efficiency.
• Respond to internal and external group and charter inquiries, coordinate departmental meetings, and communicate new initiatives and program updates to relevant partners and teams.
• Proficiently use internal booking systems (Seaware) and CRM (Salesforce), assessing workflows and contributing
• Perform additional duties and support special projects as the needs of the Charter & Group department evolves.

Education: Bachelor’s degree preferred.

Experience: 3+ years of experience in group travel coordination, sales operations, or a related field within the travel or hospitality industry; prior experience with expedition or luxury travel a plus.

Knowledge, Skills & Abilities:

• Exceptional attention to detail and organizational skills
• Strong project management skills with the ability to manage multiple programs simultaneously
• Excellent written and verbal communication skills, with the ability to tailor messaging for both internal teams and external partners
• Proficiency in Microsoft Office Suite and SharePoint; comfort with project management and CRM platforms
• Client-service mindset with a proactive, solution-oriented approach
• Collaborative team player with the ability to work cross-functionally at all levels of the organization
• Self-starter with the ability to work independently and adapt to shifting priorities