Travel for Meetings Planner with German (T4M)

Amex GBT is a place where colleagues find inspiration in travel as a force for good and – through their work – can make an impact on our industry. We’re here to help our colleagues achieve success and offer an inclusive and collaborative culture where your voice is valued.

Responsible and accountable for efficiently and effectively coordinating the logistical requirements of the Clients' group travel Project, working directly with the Client.

They are responsible for completing internal processes and procedures, such as, but not limited to: Air fare analysis, itinerary proposals, event tracking, event related reporting, compiling travel brief, group air bookings.

He or she may be responsible for creating/managing the customer’s budget and to negotiate vendor’s contracts, in addition to other provided services and to provide cost savings to the customer based on these negotiations. They are accountable for final reconciliation, program completion, reports, and closure.

The goal is to exceed customer expectations by providing a seamless result from beginning to end meeting challenging timeframes.

Client industry

This job description relates to Travel For Meetings incorporating Group Air & Rail covering all Amex GBT clients

Account type

The T4M Planner may work across a range of client account types and teams including Travel For Meetings (T4M) clients within EMEA & Meetings & Events, CES/SMM events.

Key Strategic Focus

This role is focused on our “Retention Strategy.” All activity contributes to the the key responsibilities of overall client retention in terms of establishing a professional long term relationship, service excellence and account growth

Additional Strategic input

This role actively contributes to “Efficiency” and “Business Development Strategy” ensuring all processes followed are robust, that our activity and time management is efficient and that we all give attention to developing and growing our business.

What You'll Be Doing:

• Nominated Resource - manages T4M movements End to End
• Primary liaison and 1st point of contact for our T4M clients
• Streamline meetings with clients and client management
• Facilitate conference calls with client and client management to understand the nature of the business. (Corporate contracts, air policy, risk management, onsite support needs etc.)
• Responsible for gathering all facts/guidelines for each meeting
• Determine need for possible group specific contracts
• Provide job aides and train agents with all necessary Event policy information for booking
• Point of Escalation for client and Consultants
• Work with registration site contact to ensure verbiage is correct on the meeting invitation regarding process; and ensures that the feed works, etc.
• Event Level reporting – A&D Reports / Final Cost Reports / Flight Manifest / Risk Management / Fare Analysis
• Management of multiple client’s events, from 10 people up to 1000’s including all aspects of Group Air & Rail
• Deliver outstanding service based on the clients Event Brief including research, budgets, policies, negotiation, and management of Suppliers
• Communicate confidently amongst peers to share best practice
• Achieve targeted financial results whilst delivering high quality service and demonstrate significant savings on client spend.  Financial management throughout the life cycle of the booking.
• Undertake continuous self-development and training.
• Able to work on own initiative and within a team.
• Negotiation (Financial, Contractual etc) with suppliers
• Sound Company product knowledge and ability to cross sell products where possible
• Additional duties as requested

What We're Looking For:

• Fluent Business German & English a must have
• Knowledge of the airline industry
• Previous group or business travel experience preferred
• Group and or published airline ticketing experience an advantage
• GDS: Group and individual reservations: Sabre & Amadeus Preferable
• MS Office user
• Negotiation and contracting skills
• Customer care excellence
• Minimum of 3-5 years’ experience in Group or Individual Flight booking
• Project Management or Air planning experience
• Flexibility and Ability to adapt
• Able to work well on own or in a Team
• Used to working under pressure
• High level of attention to detail

Job specific tasks

The role contains all or some of the following tasks:

• Ability to communicate effectively and professional with all levels of management and clients
• Ability to work accurately and timely – to meet challenging deadlines
• Ability to be flexible and handle change well
• Microsoft Suite with high level of spreadsheet experience with meeting industry technology a plus
• Contract and negotiate with vendors
• Planning the logistics of the group air based on criteria provided by the Clients
• Manage all reports
• Understand Attrition Guidelines and Cancellation Penalties – as they pertain to Group block contracts
• -Being able to pick up and work with our chosen technology tool and use it effectively, as well as any other interactive tools used
• Creation of client communications ∙ Handling all in-scope client requests
• Handling a heavy workload – multiple meetings a month
• Handle all types of programs – with varying degrees of importance
• Handling requests ranging from 10 people to 000’s
• Coordinate with the air team to produce a seamless operation between planning and booking
• Compile & reconcile the final bill
• Meeting all deliverables, both external as well as internal
• Adhering to all internal American Express policies as well as all compliance requirements
• Other duties as assigned
• Client interaction and Project skills are key
• Onsite during an event may be required
   

POST EVENT

• Prepare & facilitate de-brief meeting with client
• Prepare actual budget with final cost reconciliation

Location

The #TeamGBT Experience

Work and life: Find your happy medium at Amex GBT.

• Flexible benefits are tailored to each country and start the day you do. These include health and welfare insurance plans, retirement programs, parental leave, adoption assistance, and wellbeing resources to support you and your immediate family.

• Travel perks: get a choice of deals each week from major travel providers on everything from flights to hotels to cruises and car rentals.

• Develop the skills you want when the time is right for you, with access to over 20,000 courses on our learning platform, leadership courses, and new job openings available to internal candidates first.

• We strive to champion Inclusion in every aspect of our business at Amex GBT. You can connect with colleagues through our global INclusion Groups, centered around common identities or initiatives, to discuss challenges, obstacles, achievements, and drive company awareness and action.

• And much more!

All applicants will receive equal consideration for employment without regard to age, sex, gender (and characteristics related to sex and gender), pregnancy (and related medical conditions), race, color, citizenship, religion, disability, or any other class or characteristic protected by law.

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Furthermore, we are committed to providing reasonable accommodation to qualified individuals with disabilities. Please let your recruiter know if you need an accommodation at any point during the hiring process. For details regarding how we protect your data, please consult the Amex GBT Recruitment Privacy Statement.

What if I don’t meet every requirement? If you’re passionate about our mission and believe you’d be a phenomenal addition to our team, don’t worry about “checking every box;" please apply anyway. You may be exactly the person we’re looking for!