Operations Executive-Mice

Santamonica Tours And Travels; Ernakulam; Presencial; INR 700.000 - 1.200.000; Jornada completa

Descripción de la vacante

Santamonica Tours And Travels is seeking an Operations Executive - MICE to manage end-to-end group travel for conferences, incentives, and events from Ravipuram, Ernakulam. The role requires coordinating with internal teams, partners, and clients to ensure seamless execution.

The ideal candidate has extensive MICE operations experience, strong negotiation skills, and a detail-oriented mindset to handle complex itineraries and documentation. Flexibility for peak periods is expected.

Formación

• Bachelor’s degree in Travel & Tourism, Hospitality, Business Admin, or related field.
• 14 years of experience in MICE operations, outbound travel, group travel, destination management, or event operations.
• Strong negotiation and vendor-management skills for competitive rates and favorable terms.
• Proven ability to prepare detailed itineraries, quotations, proposals, and operational plans.
• Established contacts with DMCs, hotels, transport providers, and event vendors (desirable).
• Excellent written and verbal communication skills in English.
• Strong organisational skills to manage multiple groups, deadlines, and priorities.
• High attention to detail in documentation, costing, rooming lists, and service confirmations.
• Willingness to work flexible hours, including weekends during peak travel periods.

Responsabilidades

• Coordinate end-to-end operational requirements for MICE groups, including conferences, incentive travel, corporate meetings, exhibitions, and events.
• Create detailed itineraries including flights, hotels, transfers, sightseeing, meals, conference venues, and activity arrangements.
• Obtain competitive quotations from DMCs, hotels, airlines, transport providers, and other suppliers.
• Negotiate rates, inclusions, payment terms, cancellation policies, and value-added services with vendors and DMCs.
• Maintain and strengthen relationships with reliable DMCs, hotel partners, ground handlers, transport companies, and event vendors.
• Prepare group travel arrangements, including rooming lists, flight manifests, meal preferences, special requests, and group check-in coordination.
• Coordinate venue requirements, audio-visual arrangements, branding, signage, registration desks, and event logistics as required.
• Collect, verify, organise, and maintain client documents such as passports, visas, insurance details, consent forms, and travel authorisations.
• Ensure all travel documentation, vouchers, service confirmations, and operational files are accurate, complete, and updated.
• Coordinate with the sales, visa, ticketing, finance, and accounts teams to ensure smooth pre-departure and on-trip support.
• Monitor bookings, amendments, cancellations, and last-minute changes, ensuring timely communication with all stakeholders.
• Provide clear and professional updates to clients and internal teams throughout the programme lifecycle.
• Handle operational escalations professionally and coordinate effective solutions during travel disruptions or emergencies.
• Maintain records of supplier performance, quotations, costings, and post-event feedback for future reference.
• Ensure compliance with company policies, supplier agreements, data-privacy requirements, and travel-industry regulations.

Conocimientos

MICE operations experience

Vendor management

Negotiation

Communication in English

Organisational skills

Problem solving

Ability to work under pressure

Educación

Bachelor's degree in Travel & Tourism / Hospitality / Business Admin

Herramientas

MS Office (Excel, Word, Outlook)

Canva

GDS/CRM/travel-management systems

Descripción del empleo

Job Description: Operations Executive - MICE

Department: MICE (Meetings, Incentives, Conferences & Exhibitions)
Reports to: MICE Manager / GM MICE
Location: Ravipuram, Ernakulam
Employment Type: Full-time

We are seeking a detail-oriented and proactive Operations Executive - MICE to support the planning, coordination, and execution of corporate group travel, conferences, incentive programmes, and events. The ideal candidate will work closely with internal teams, travel partners, vendors, and clients to ensure seamless operations and an excellent customer experience.

Key Responsibilities

• Coordinate end-to-end operational requirements for MICE groups, including conferences, incentive travel, corporate meetings, exhibitions, and special events.
• Create detailed and cost-effective travel itineraries, including flights, hotels, transfers, sightseeing, meals, conference venues, and activity arrangements.
• Obtain competitive quotations from DMCs, hotels, airlines, transport providers, and other suppliers.
• Negotiate rates, inclusions, payment terms, cancellation policies, and value-added services with vendors and DMCs.
• Maintain and strengthen relationships with reliable DMCs, hotel partners, ground handlers, transport companies, and event vendors.
• Prepare group travel arrangements, including rooming lists, flight manifests, meal preferences, special requests, and group check-in coordination.
• Coordinate venue requirements, audio-visual arrangements, branding, signage, registration desks, and event logistics as required.
• Collect, verify, organise, and maintain client documents such as passports, visas, insurance details, consent forms, and travel authorisations.
• Ensure all travel documentation, vouchers, service confirmations, and operational files are accurate, complete, and updated.
• Coordinate with the sales, visa, ticketing, finance, and accounts teams to ensure smooth pre-departure and on-trip support.
• Monitor bookings, amendments, cancellations, and last-minute changes, ensuring timely communication with all stakeholders.
• Provide clear and professional updates to clients and internal teams throughout the programme lifecycle.
• Handle operational escalations professionally and coordinate effective solutions during travel disruptions or emergencies.
• Maintain records of supplier performance, quotations, costings, and post-event feedback for future reference.
• Ensure compliance with company policies, supplier agreements, data-privacy requirements, and travel-industry regulations.

Required Skills and Qualifications

• Bachelors degree in Travel & Tourism, Hospitality, Business Administration, or a related field; equivalent industry experience will also be considered.
• 14 years of experience in MICE operations, outbound travel, group travel, destination management, or event operations.
• Strong negotiation and vendor-management skills, with the ability to secure competitive rates and favourable terms.
• Proven ability to prepare detailed itineraries, quotations, proposals, and operational plans.
• Established contacts or working relationships with DMCs, hotels, transport providers, and event vendors are highly desirable.
• Excellent written and verbal communication skills in English.
• Strong organisational skills with the ability to manage multiple groups, deadlines, and priorities simultaneously.
• High attention to detail, particularly in documentation, costing, rooming lists, and service confirmations.
• Proficiency in MS Office, especially Excel, Word, and Outlook.
• Working knowledge of Canva is preferred for creating basic presentations, event materials, itineraries, and client communication visuals.
• Familiarity with GDS, CRM, travel-management systems, or booking platforms is an advantage.
• Ability to work under pressure, manage tight timelines, and respond effectively to urgent operational requirements.
• Professional, client-focused attitude with strong problem-solving and interpersonal skills.
• Willingness to work flexible hours, including occasional weekends or extended hours during peak travel periods or event executions.

Preferred Attributes

• Prior experience handling corporate incentive groups, conferences, exhibitions, or large-scale group movements.
• Knowledge of international travel procedures, visa requirements, and group travel logistics.
• Ability to build rapport with international suppliers and cross-functional teams.
• A proactive mindset with a commitment to delivering memorable and hassle-free travel experiences.