Coordinator, Groups Programs

About the role

The Groups Programs Coordinator supports the administration and delivery of Charters, Incentives, Large Groups, and Travel Advisor Conference programs after the proposal cycle is complete. This position works closely with CMI Leadership, Sales Directors, Revenue Management, Finance, Reservations, Shipboard Teams, and other internal stakeholders to ensure program data, financial activity, documentation, and guest-facing arrangements are accurate, timely, and aligned with approved program requirements.

Responsibilities

• Group Booking Creation and Administration: Create and manage group program bookings after the proposal cycle is complete. Establish and maintain accurate booking records throughout the berthing process, program identifiers, inventory details, key dates, and supporting documentation; process approved updates and ensure information remains current throughout the servicing lifecycle.
• Onboard Credits and Pre-Cruise Orders: Coordinate and apply onboard credits and manage Bon Voyage and Fun Shop orders for charter and large group programs. Validate approved amounts, guest or booking details, funding sources, deadlines, and supporting documentation; partner with the appropriate internal teams to resolve discrepancies and confirm accurate completion.
• Portfolio Servicing, Reporting, and Payment Management: Support ongoing servicing across the CMI portfolio, including maintaining trackers, preparing group summaries and status reports, monitoring deadlines, coordinating payment activity, researching variances, and following up with internal stakeholders and external partners as directed.
• Pricing Coordination and Group Setup: Coordinate group setup with Revenue Management for large groups and Travel Advisor conferences. Compile requirements, submit setup requests, track approvals and changes, validate that approved pricing and terms are reflected accurately, and escalate exceptions or unresolved issues to CMI leadership.
• Post-Charter Reconciliation: Assist with post-charter reconciliation by gathering final program and financial data, supporting attrition calculations, coordinating partner invoicing, reconciling supporting records, tracking open items, and retaining documentation in accordance with established requirements.
• Process Compliance and Continuous Improvement: Maintain organized and audit-ready program files, follow established controls and procedures, identify data or process gaps, and recommend practical improvements that increase accuracy, consistency, and efficiency.

Qualifications

• Essential/Minimum qualifications: High School GED and 2+ years demonstrated experience in a similar role or responsibilities.
• Essential experience required: Experience in program coordination, sales administration, hospitality, events, or a related business environment. Experience managing bookings, payments, reporting, invoicing, and program documentation, while coordinating with cross-functional teams to deliver projects in a timely manner.
• Proficiency with business systems, Microsoft Office applications, and maintaining detailed records in a fast-paced, deadline-driven environment.

Skills

• Scope: Supports a portfolio of Charter, Large Group, and Travel Advisor Conference programs from post-proposal booking setup through servicing and post-charter closeout. Manages detailed booking, pricing, payment, onboard credit, amenity order, reporting, invoicing, and document-retention activities across multiple concurrent programs. Works cross-functionally with CMI leadership, Sales, Revenue Management, Finance, Reservations, shipboard teams, and other operational partners. No direct reports.
• Problem-solving: Researches and resolves routine booking, pricing, payment, onboard credit, order, and reconciliation discrepancies by reviewing source documentation and coordinating with the appropriate partners. Applies established procedures and sound judgment, maintains accurate records, and escalates exceptions, control concerns, or matters outside approved authority.
• Impact: Accurate and timely execution supports the financial integrity, operational readiness, and service quality of CMI programs. Errors or delays may affect guest arrangements, partner billing, payment status, reporting accuracy, and program closeout; close attention to detail and proactive follow-up are essential.
• Leadership: Demonstrates ownership of assigned activities, coordinates across multiple stakeholders, communicates status and risks clearly, and contributes to consistent team processes and service standards.
• Strong time management and organizational skills.
• Ability to maintain reliable and consistent attendance, meet deadlines, and collaborate effectively with colleagues.
• Demonstrated professionalism in all interactions and tasks.

Work Conditions

• Work primarily in a climate-controlled environment with minimal safety/health hazard potential.
• Must be able to remain in a stationary position at a desk and/or computer for extended periods of time.
• This position is classified as “in-office” and requires employees to work from a designated Carnival office in South Florida Monday through Thursday each week. Employees may work from their homes on Fridays.
• Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area.
• No or very little travel likely.

Benefits

• Health Benefits: Cost-effective medical, dental, and vision plans. Employee Assistance Program and other mental health resources. Company-paid term life insurance and disability coverage.
• Financial Benefits: 401(k) plan that includes a company match. Employee Stock Purchase plan.
• Paid Time Off:
  • Holidays: 8 company-wide holidays, plus 2 additional floating holidays.
  • Vacation Time: Full-time employees at the manager and below level start with 14 days/year; director and above level start with 19 days/year. Part-time with benefits employees receive time off based on hours worked, with a minimum of 84 hours/year. Additional vacation time with further tenure.
  • Sick Time: Full-time employees receive 80 hours of sick time each year. Part-time with benefits employees receive time off based on hours worked, with a minimum of 60 hours each year.
• Other Benefits: Complementary stand-by cruises, employee discounts on confirmed cruises, plus special rates for family and friends. Personal and professional learning and development resources including tuition reimbursement. On-site Fitness center at the Miami campus.
• All non-sales roles participate in an annual cash bonus program, while sales roles have an incentive plan. Director and above roles may also be eligible to participate in Carnival’s discretionary equity incentive plan.