Coordinator - Group Travel (Remote)

Meetings and Incentives Worldwide, Inc.; Milwaukee (WI); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health insurance

401K plan

Paid holidays

PTO / personal time off

Laptop, monitor, and mobile

Job summary

Meetings & Incentives Worldwide, Inc. is seeking a Coordinator, Level 2, focusing on incentive travel administration and tactical operations for IIT programs and attendee air services.

You will work with Strategy Account Managers and client teams to understand program goals, manage bookings, and ensure satisfaction across travel services.

Qualifications

• College degree or equivalent.
• 2-3 years of leisure travel consultant/agent experience.
• Leisure travel product experience with wholesale tour operators and cruise lines.
• Proven excellent oral and written communication skills in internal and client-facing environments.
• Demonstrated ability to manage multiple projects simultaneously.
• Willingness to travel up to 15% and to work with diverse teams.

Responsibilities

• Secure timely air/hotel/car reservations domestically and internationally per program parameters.
• Prepare airfare analysis / group fare quotes and monitor fare changes.
• Coordinate with fulfillment team and program owners on registration and logistics.
• Prepare IIT travel documents and send post IIT program summaries.
• Provide quality control for reports and manage on-site coordination as needed.
• Attend internal/external training and stay updated on airline procedures.

Skills

Leisure travel experience

Client communication

Project management

Travel industry knowledge

Airline booking

Education

College degree or equivalent

Tools

Lanyon

Cvent

Microsoft Office

Job description

This Coordinator, Level 2, position with a focus on incentive travel is divided between 40% Incentive Travel (IIT) Program Fulfillment, and 60% Group Travel Management. The Coordinator, Level 2, will work closely with the Strategic Account Manager, Account Lead or Meeting Owner and the client to understand the program goals and objectives as they are related to IIT packages, group air and awarded services for each program. The Coordinator, Level 2, then focuses on the administration and tactical operations of managing IIT programs and attendee air services, in order to provide optimal services to the account in support of those goals. The Coordinator, Level 2, must be able to work effectively and efficiently with internal support teams, external clients, and attendees to ensure satisfaction with travel services.

What you will do here:

Airline Booking

• Secure timely and accurate air/hotel/car reservations consisting of domestic and international itineraries according to set program parameters
• Prepare airfare analysis / group fare quotes
• Utilize proper airline discounts; either M&IW or client’s and track savings
• Knowledge of exchanges, voids, refunds and debit memos
• Monitor flight arrivals and departures for your programs via SafeToGo
• Provide assistance to travelers through all stages of the booking process, including itinerary modifications after ticketing

Individual Incentive Travel specific responsibilities

• Communicate and coordinate with fellow fulfillment team members
• Prepare and send IIT travel documents electronically or print and ship to winners
• Update redemption and program master IIT grids with commission and fulfillment details
• Prepare and send post IIT program summaries

Program Management Services:

• Provide quality control processes for your reports. Examples include: A/D Report vs. Hotel Rooming list; cross checking to ensure all attendee registration are booked and ticketed
• If aligned on a team, communicate with the Attendee Registration Coordinator any changes to registration which effect hotel dates; example; attendee arriving early due to flight availability whereas additional hotel night would be required
• If aligned on a team, communicate to Program Owner any items of concern not limited to deviations and high airfare costs
• If aligned on a team, communicate to onsite lead any delays/cancellations on arrival and departure days
• Adhere to program airline budget per program
• Review and correct final billing within 2 weeks from program end date

On-Site Services:

• As requested, provide quality on-site assistance for the programs

Training

• Attend internal & external training (Apollo) and networking opportunities to further your industry knowledge
• Seek out training and advancement by working with senior individuals and leaders in the department
• Keep updated on all airline procedural changes

Onsite Physical Activities (Non-Essential Functions)

This position includes a set of nonessential physical activities associated with onsite event support. These activities are not fundamental to the core duties of the Group Travel Coordinator role but may be required during live event execution. While the essential functions of the position center on planning, coordination, communication, client management, and project leadership, certain onsite tasks involve physical activity that supports event operations and if unable to perform these physical activities the company needs to know.

Physical activities include, but are not limited to the following:

• Movement & Positioning: Frequent standing and walking are required, particularly during event setup and teardown, registration, and onsite administration. Extended periods on one’s feet are common throughout an event, often up to 4 hours without a rest break. A typical onsite day may last 8 to 14 hours, depending on client needs and agreements.
• Sitting: Occasional sitting is required during planning meetings, travel to and from event sites, computer-based work, or registration duties.
• Lifting and Carrying: Ability to lift, carry, push, or pull event materials, supplies, signage, or equipment weighing 25 to 40 pounds. Items over 25 pounds require assistance from another M&IW team member.
• Reaching and Grasping: Event setup and breakdown may involve reaching overhead and handling tools or materials.
• Bending/Kneeling/Crouching: Occasionally required during event setup and breakdown.
• Repetitive Motions: Repeated hand and arm movements may occur during tasks such as preparing registration, arranging event spaces, or setting up displays.
• Travel Requirements: Frequent travel to event sites, venues, and client locations, often involving overnight stays. This may include navigating airports, train stations, hotels, and conference centers.
• Operating Vehicles: Occasional driving may be required to transport materials or travel to off-site event locations. This applies only to approved drivers with prior authorization from the Onsite Lead.
• Working in Varying Environments: Events occur in diverse settings, including indoor venues (conference centers, hotels) and outdoor spaces. Fluctuating temperatures, weather conditions, crowded or noisy environments, and varying lighting levels may be encountered.

What we expect:

Details of these areas are shared during interviews and monthly reviews:

What you will bring:

• College Degree or equivalent
• Minimum 2-3 years of leisure travel consultant/agent experience providing end to end full-service assistance
• Leisure travel product experience with wholesale tour operators and cruise lines
• Proven excellent oral and written communication skills in both internal (management, and peers) and client-facing environments. Attendee communication via a hunt group requires professional answering of phone calls.
• Demonstrated track record of successfully managing multiple projects simultaneously
• Ability to deliver creative outputs in a constricted timeline while maximizing available resources
• Ability to travel approximately 15% of the time, potentially including internationally
• Wide range of computer skills:
• Proficient in Word, Excel, Outlook
• Database management programs (basic knowledge of Lanyon and Cvent)

What we provide:

• Health, Dental, Vision and Life Insurance options
• 401K plan
• Paid holidays
• Accrued personal time off for vacation and sick leave
• Laptop, additional monitor, and mobile phone
• Remote Office / Work from home, or option to work in our corporate headquarters located near Milwaukee

Who we are:

Meetings & Incentives Worldwide, Inc. is an Equal Opportunity Employer who prohibits discrimination and harassment of any kind and affords equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, childbirth, reproductive health decisions, sexual orientation, and gender identity), national origin, age, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law. Meetings & Incentives Worldwide, Inc. specializes in global event management with virtual, hybrid, and in‑person experiences of all shapes and sizes, as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third generation, privately held, certified Women's Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil.

GLOBAL HEADQUARTERS:

10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone [phone]

M&IW associates are located throughout the US, UK, Latin America and Asia Pacific Regions.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.