Groups Manager

VA Masters; Cadiz; On-site; PHP 600,000 - 900,000; Full time

Job summary

vamasters, Inc. is seeking a polished Groups Manager to run the day-to-day lifecycle of our group trips, including corporate groups, destination weddings, and honeymoons.

You will be the warm, confident voice our guests speak to by phone and email, under the direction of our lead advisors. You will handle setup, guest bookings, payments, supplier coordination, and on-call support, ensuring accurate manifests and timely communications.

Qualifications

• Excellent verbal English, warm and clear on the phone in time-sensitive situations.
• Polished written English suitable for luxury clients.
• Exceptional attention to detail, especially with payments, deadlines and manifests.
• Proficiency in Travefy, including building group pages and itineraries.
• Ownership mindset to manage many guests and deadlines without slip.
• Discretion with high-net-worth clients and sensitive financial details.
• Availability for on-call support while groups travel.
• MS Office (Outlook, Excel, PowerPoint) knowledge.
• Trustworthy and able to work independently; strong communication skills.

Responsibilities

• Create client-facing group pages in Travefy and internal reservation groups in VacationCRM after contracting.
• Set attrition dates and payment deadline reminders for each group.
• Add guests to groups and create each reservation in VAX.
• Send invoices, chase deposits, process payments in VacationCRM, and dispatch paid invoices with next steps.
• Monitor reservations and send payment reminders per contract requirements.
• Track attrition dates, payment deadlines, and other contract requirements; alert lead advisor in advance.
• Turn supplier agreements into contracts using templates.
• Gather guest flight info and prepare transfer manifests for group transfers.
• Submit group special requests to hotels for weddings and VIP amenities.
• Act as main contact for guest questions by phone and email; provide on-call support while groups travel.

Skills

Excellent English

Written English

Attention to detail

Travefy proficiency

Ownership mindset

Discretion

On-call support

MS Office

Strong communication

Tools

Travefy

VacationCRM

VAX

Job description

Job Summary:

Our luxury travel team is moving forward with hiring a polished, detail-driven Groups Manager to run the day-to-day lifecycle of our group trips, including corporate groups, destination weddings, and honeymoons. Once a group contract is complete, you will take care of setup, guest bookings, payments, supplier coordination, and in-travel support. You will be the warm, confident voice our guests speak to by phone and email, working under the direction of our lead advisors.

Key Responsibilities:

• Create client-facing group pages in Travefy and internal reservation groups in VacationCRM once contracting is complete
• Set attrition date and payment deadline reminders for every group
• Add guests to groups from submitted forms and create each reservation in VAX
• Send invoices and payment emails, chase deposits, process payments in VacationCRM, and send paid invoices with next steps
• Watch individual reservations and send guests timely payment reminders in line with contract requirements
• Keep track of attrition dates, payment deadlines, and other contract requirements, and give the lead advisor plenty of advance notice
• Turn supplier agreements into company contracts using existing templates
• Gather guest flight information and prepare transfer manifests for group transfers
• Submit group special requests to hotels, such as VIP flags and amenities for wedding couples
• Act as the main contact for guest questions by phone and email, and offer on-call support while groups are traveling

Mandatory Skills:

• Excellent verbal English: confident, warm, and clear on the phone, even in time-sensitive situations
• Polished, professional written English that suits luxury clients
• Exceptional attention to detail, especially with payments, deadlines, and manifests
• Proficiency in Travefy, including building group pages and sending itineraries and travel documents
• An ownership mindset, with the ability to keep track of many guests and deadlines at once without letting anything slip
• Discretion and professionalism with high-net-worth clients, corporate accounts, and sensitive financial details
• Availability for on-call support while groups are traveling
• Working knowledge of Microsoft Office (Outlook, Excel, PowerPoint)
• Trustworthy, careful, and comfortable working on your own
• Strong communication skills

Preferred Skills:

• Experience with VacationCRM
• Experience with VAX
• Prior group travel management experience, including group contract requirements and attrition
• Destination wedding or corporate incentive travel experience
• Skilled at running several projects side by side

Why Join Us:

Here is a chance to join a high-performing luxury travel team and take real ownership of large, high-value group trips. You will work closely with experienced lead advisors and take on more responsibility as you prove yourself. If you love making guests feel cared for from booking through return, you will thrive here.