Group Reservations Coordinator

Position Summary

The Group Agent is responsible for managing group reservations from initial inquiry to departure date. This role works closely with internal departments and is the primary point of contact for Group Leaders, Affinity Partners and Travel Advisors, ensuring smooth execution of all group-related processes. This individual must be detail-oriented and organized with the ability to understand and manage sales agreement terms, effectively manage bookings, and maintain/develop professional relationships with group partners.

Essential Duties

• Handle all incoming group inquiries, quotes, availability and option holds
• Manage group space per contract terms
• Manage all incoming calls and email communication and respond in timely manner
• Reconcile incoming payments with group invoices and coordinate commission payment with accounting
• Review and understand the terms in the group brochures prior to promotion
• Participate in pre-trip briefings with faculty leaders and travel advisors for each organization as needed
• Ensure accurate entry of guest information, cabin assignments, rates, promotions and payment schedule.
• Liaise between internal departments and advisor/affinity partners
• Handle and resolve conflicts of all guest services issues by recommending and/or providing alternative solutions

Other Skills

Using the English language, this person must have an ability to read, write, and comprehend contracts, correspondence and memos.

 Must also possess the ability to effectively communicate with a professional demeanor, both in writing and verbally.

Proficient computer skills in the Windows operating system and Microsoft Office, including Word & Excel.

Strong time management skills, capable of multi-tasking, setting priorities, problem solving, and meeting deadlines.

Ability to work independently as well as with others in a team environment.

Occasional participation in sales events will be required as needed.

Qualifications

High School Diploma required. BA/BS degree preferred.

Group travel experience and knowledge of expedition travel preferred.

Knowledge of the Seaware Reservation System preferred.

Experience in expedition travel, cruising.