Program Coordinator, Travel

Job Summary

This position is responsible for supporting the operations team on all facets of assigned travel programs. This position is also responsible for overall customer satisfaction of the individual attendees of the travel program during the registration process.

Job Responsibilities

• Support of Account Manager in the operation of travel programs including client and vendor correspondence.
• Organization of physical program files within company standards.
• Creation of program database for all participant information.
• Creation of registration materials including web registration site utilizing Cvent Registration system.
• Cordination of all program mailings including promotional mailings, registration mailings and final documentation mailings.
• Cordination of participant registration process including answering participant phone calls regarding program and registration questions.
• Quality Control of registrations and participant changes.
• Maintenance of contact with air vendor on day-to-day participant issues.
• Creation of program documentation to include copy and production of Program of Events, name badges, luggage tags, signage, etc. as well as coordination of artwork with in-house graphic artist.
• Updates Account Manager on all participant issues including changes or any special requests made by participants.
• Runs reports as required including rooming lists, participant lists, activity lists, arrival & departure lists, etc.
• Creation of travel staff notebooks including copies of all appropriate reports.
• Lives up to our Extu Core Values.
• Performs other duties and responsibilities as required by supervisor or business.

Job Specifications (Required Skills)

• 1-2 years of related work experience.
• Experience with customer service.
• Strong interpersonal skills to effectively collaborate across departments.
• Ability to work in a small team environment or independently.
• Self-starter with excellent problem-solving capabilities.
• Excellent verbal and written communication skills.
• Excellent organization and planning skills.
• Multi-tasking capabilities (individual will be assigned multiple registration projects simultaneously).
• High degree of flexibility.
• Intermediate level Microsoft Office Skills - Word, Excel, PowerPoint, Outlook.

Preferred Skills (non-essential)

• A bachelor’s degree in business administration, marketing, communications or related experience.
• Experience with customer service in the travel industry.
• Some knowledge with Cvent Registration platform.

Physical Requirements

• Travel – very minimal travel required.
• Ability to lift 10 pounds (laptop for remote work).
• Must be able to remain in a stationary position 90% of the time.
• Move about inside the office for meetings and to access office equipment.
• Ability to sit for long periods of time at a computer utilizing a phone with headset.
• Operate a keyboard for system access and email communication.

Working Conditions

• Indoors, climate-controlled office.
• Hybrid work schedule with 3 days (Tue/Wed/Thurs) in office required.