Remote Groups Travel Coordinator

Avoya Travel; Idaho; Remote; USD 25,000 - 26,000; Full time

Job summary

Avoya Travel is seeking a detail-oriented Groups Coordinator for a 100% remote role serving US-based independent agencies and supplier partners. You will manage group bookings, records, vendor communications, and deadlines to keep programs on track.

You will collaborate with internal teams, vendors, and agencies, monitor invoices and payments, and ensure accurate reporting, while maintaining high data integrity and excellent communication in a fast-paced travel environment.

Qualifications

• Minimum of two (2) years of experience in a similar administrative, operations, travel, or customer-support role.
• Travel industry experience and familiarity with group travel operations.
• Knowledge of destinations, supplier programs, and travel industry trends.
• Experience working with vendor relationships and booking systems is preferred.

Responsibilities

• Serve as a primary point of contact for the Group Department, providing timely, professional support to independent agencies, vendors, and internal teams.
• Review, maintain, and update group travel records to ensure bookings, pricing, commissions, and payments align with vendor invoices; identify discrepancies and notify independent agencies for vendor-facing resolution.
• Request and manage vendor invoices, confirmations, and reports through supplier portals or direct communication, ensuring accurate reporting is obtained and routed to the appropriate recipients.
• Monitor incoming vendor notifications and invoices; communicate group updates, changes, and deadlines to Groups team and / or independent agencies as needed.
• Track vendor deadlines related to payments, missing information, or required actions to support group policy and prevent customer service issues.
• Manage the shared group support inbox and departmental support requests, responding to routine inquiries and escalating complex issues appropriately.
• Manage bookings by reviewing combinability and vendor policies and moving eligible bookings into the appropriate groups, ensuring accurate group records and maximizing inventory and revenue opportunities.
• Identify potential new group opportunities and recommend strategies to increase revenue.
• Foster positive relationships with vendors and independent agencies through professional, solution-focused communication
• Assist with group creation, booking review for potential group inclusion, and maintenance of group data, inventory, pricing, amenities, and itinerary updates.
• Collaborate with peers and leadership to communicate policy changes, recurring issues, and process improvement recommendations.
• Maintain expertise in Avoya Group Policies, Affinity Group Guidelines, and assigned vendor group policies, ensuring compliance and consistent application across all group initiatives.
• Assign internal group reference codes and organize group documentation to support reporting, accounting, and reconciliation processes.
• Support independent agencies with their private affinity groups and ensure they understand and adhere to vendor group policies.
• Support special projects and ad-hoc initiatives, maintain organized records, and participate in team meetings and training to build vendor and group expertise.

Skills

Organizational skills

Time management

Attention to detail

Data accuracy

Written communication

Verbal communication

Customer focus

Problem solving

MS Office

Remote work independence

Analytical skills

Financial tracking

Recordkeeping

Remote/hybrid productivity

No distractions

Reliable internet

Communicate with leadership

Childcare/eldercare responsibility

Professional presentation

Education

Two years of relevant experience

Tools

Outlook

Excel

Word

Teams

Job description

Avoya Travel is seeking a detail-oriented Groups Coordinator for a 100% remote role serving US-based independent agencies and supplier partners. You will manage group bookings, records, vendor communications, and deadlines to keep programs on track.

You will collaborate with internal teams, vendors, and agencies, monitor invoices and payments, and ensure accurate reporting, while maintaining high data integrity and excellent communication in a fast-paced travel environment.