Project and Account Coordinator

Westa Travel Consortium; Portland (OR); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Employer-sponsored health insurance

Retirement plan with 3% employer match

PTO: 2 weeks per year

Job summary

A travel agency consortium is seeking a full-time Project Coordinator in Troutdale, OR. Your role will involve overseeing the production of consumer-facing brochures, coordinating with suppliers, and managing logistics for events. Candidates should have 3+ years of experience in project coordination, strong writing skills, and be tech-savvy. Benefits include employer-sponsored health insurance, retirement plans, and travel discounts. This is a dynamic role in a small, dedicated team, suitable for someone looking to grow their career in the travel industry.

Qualifications

• 3+ years in project coordination, account management, or marketing.
• Experience in the travel industry is a plus.
• Must be comfortable with light design coordination.

Responsibilities

• Own the quarterly consumer-facing brochure from kickoff to delivery.
• Coordinate annual supplier marketing plan sign-up process.
• Plan and run logistics for Supplier Appreciation Dinner.

Skills

Project coordination

Clear writing/editing

Self-management

Communication

Tech-savvy

Education

3+ years in an office environment

Tools

Mailchimp

Microsoft Teams

Excel

Canva

Job description

Base Pay Range

$50,000.00/yr - $60,000.00/yr

Location

135 E Historic Columbia River Hwy, Troutdale, OR 97060

Schedule

Full-time, in-office, flexible hours within the traditional workweek

Target Start Date

February 16th (flexible)

Compensation

$50,000–$60,000 base + annual bonus.

Travel

<5% annually (primarily West Coast trade shows and our annual Summit; occasional international depending on venue)

About Westa

Westa is a member‑owned travel agency consortium. Our clients (travel agencies) are the owners. They elect the board, control the budget, and share in the profits. We support 140+ agencies and 500+ advisors with practical sales programs, marketing tools, and education—so independent agencies can grow without giving up control. We have a small team of eight people who run the whole organization so we are looking for candidates who will enjoy working in a small and efficient team and with a close‑knit group of clients.

What You’ll Do

Own the quarterly consumer‑facing brochure from kickoff to delivery, in print and as an eBrochure.

• Run the full production cycle: timeline, content brief, supplier ad intake, internal approvals, designer/copywriter coordination, proofing, print/mailing, and eBrochure launch. (Here is an example of one of our brochures: https://www.flipsnack.com/87EFB866AED/journeys-of-distinction-2025/full-view.html)
• Partner with Westa’s marketing committee to set each issue’s theme, article mix, and visuals that reflect member priorities.
• Coordinate with preferred suppliers to secure ad placements, copy, images, and compliance items on schedule.
• Receive and post supplier‑provided content on our site/channels; keep a simple content calendar and meet posting SLAs.
• Light copyediting for clarity and brand voice; ensure alt text, basic SEO fields, and link checks.

Supplier Coordination

Be a responsive, organized point of contact for a group of around 70 preferred suppliers.

• Help to coordinate the annual supplier marketing plan sign‑up process with Westa staff. Keep clean records of selected events, ad buys, and deliverable dates.
• During the year, drive fulfillment: confirm event registrations, secure ad placement on‑time, and update the website when terms or contacts change.
• Hold brief check‑ins with supplier reps, keep action lists current, and elevate risks early.
• Log commitments and status in our tracking tools so finance, events, and marketing always have the latest view.

Project and Event Coordinator – 20%

Tackle practical internal projects with the Westa team. As we have a small team, the projects vary widely and you need to learn quick and be adaptable rather than specializing on only select projects.

• Examples: refresh the internal agency site format, improve brochure intake workflows, polish marketing collateral, coordinate simple tech fixes, and support onsite at events.
• Plan and run the Supplier Appreciation Dinner and Annual Planning Meeting logistics: venue/AV, run‑of‑show, signage, vendor coordination, and onsite execution.

Day‑to‑Day Tools

Mailchimp, Microsoft Teams, Planner, Outlook, Excel, Airtable, Formsite, Canva, and Flipsnack. You do not need to have prior experience in each of these, but you must be tech‑savvy and able to learn new software and web programs quickly and independently.

You Bring

• Experience: 3+ years in an office environment in project coordination, account management, or marketing. Travel industry experience helps; we can train strong operators.
• Skills:
  • Organized project coordinator who can drive a production calendar and hold vendors to deadlines. You’ll work closely with a small team of eight. Self‑management matters. You’ll have support, but you’ll own your timelines.
  • Self‑starter: We are a friendly team and more than happy to help, however, we don’t have detailed training manuals so you’ll need to be good at asking for instruction, problem‑solving independently, and admitting rather than hiding your mistakes.
  • Clear writer/editor with strong proofing habits and attention to detail.
  • Calm communicator with suppliers; firm on deadlines, respectful in tone.
  • Comfortable with light design coordination and asset QA; willing to jump into hands‑on tasks when needed.
• Readiness for events: Able to be on your feet for a full event day and assist with event setup and management.
• Credentials: Able to work in the U.S. (no sponsorship). Must have or be willing to obtain a passport. Valid driver’s license for regional travel; mileage reimbursed.

Growth Path

We’re looking for someone who wants to grow and develop their career from this coordinator role. That growth path would see you move from Coordinator to Manager to Director, and movement along that path is based on results rather than tenure. You should be exceeding goals and expectations to expect a promotion. In practice, a Coordinator focuses on assisting and executing projects with the team and with oversight; a Manager runs projects end to end with clear ownership; a Director designs programs and projects, owns budgets, and drives revenue. Scope, responsibility, and compensation expand with demonstrated talent, work ethic, and your ability to grow the organization’s revenue. Our small size lets us adapt future career growth around your proven strengths.

Benefits

• 100% employer‑sponsored health and dental insurance (effective after a 3‑month probationary period).
• Retirement plan with 3% employer match.
• PTO: 2 weeks per year; increases to 3 weeks after two years.
• Industry travel discounts with partner suppliers.

Hiring Process

• Phase One (2 weeks): We review resumes and form responses several times per week and notify you if you’re no longer under consideration.
• Phase Two: After you know that we are interested in your application, selected candidates will be invited to submit a more detailed questionnaire + a cover letter detailing your interest and fit for this role.
• Phase Three: Candidates who are still in consideration will be invited to do a virtual interview.
• Phase Four: Candidates who are still in consideration will be asked for references and be put through a background check before an in‑person group interview with the Westa staff in Troutdale.

How to Apply

Please apply through the application portal and do not email or call Westa directly.

Seniority Level

Not Applicable

Employment Type

Full‑time

Industries

Travel Arrangements, Advertising Services, and Financial Services