GROUP TRAVEL COORDINATOR - Reed & Mackay
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GROUP TRAVEL COORDINATOR

London, Farringdon

REPORTING TO: HEAD OF GROUP TRAVEL, UK

Reed & Mackay leads the global travel and event management arena with extraordinary service and proprietary, client-led technology. Ranked first in the Sunday Times International Fast Track 2020, we are a business that is always looking forwards, while ensuring that we’re everything that our clients need today. In May 2021, we became part of the TripActions Group, and together we are setting the agenda for the future of business travel.

The Company is in the top ten of its sector, a Travel Management and Services Company, leading its field and looking to develop people, technology, channels and products to further outdistance the competition.

PURPOSE OF THE ROLE:

Due to the successful growth of our business, a full time position has become available in our Nexus Place office for a highly competent and experienced Group Travel Coordinator, to work within the Group Travel division. The Group Travel division supports both the Events and Business Travel Departments, managing UK and global travel logistics for groups of 10 – 1,000+ passengers.

This varied role requires a team player with excellent relationship, communication and commercial skills, who will develop industry leading relationships. The successful candidate will also have a proven track record in booking group travel logistics, driving income levels into the business at every opportunity as well as possessing strong attention to detail and organisational skills, and be able to demonstrate value to both clients and suppliers.


PRINCIPLE RESPONSIBILITIES:

Work under a Groups Project Manager on a range of group travel projects to ensure client service satisfaction, perform to agreed client service level agreements, ensure successful project delivery on time and on budget and achieve pre-agreed event profitability targets

• Create group and individual reservations and accurately input data into internal software

systems

• Negotiate best fares with suppliers as well as flexible terms and conditions

• Research fares by following the R&M benchmarking strategy

•Excellent and strong multi-tasker who works well under pressure and can easily deal with short lead requests within SLA

• Seek cost effective solutions in line with client objectives

• Demonstrate our ‘value proposition’ to clients through hard cost savings and soft cost benefits

• Ensure timely and accurate cost reconciliations, ensuring clients are invoiced in a timely

manner

• Maintain client focus at all times and demonstrate excellent service levels

• To attend client calls and attend face to face meetings as and when required to do so 

• Deliver a consultative and proactive service offering expert knowledge of how best to meet

client objectives through group travel events to ensure client retention

•To support all areas of the business by providing them with new and existing leads within client account.

•To be continually aware of the departmental targets and client income.  Increase income levels reduce cancellations at all times

• Manage a range of project tasks to ensure deliverables are on time, on budget and on brand

• Understand client accounts, to immerse yourself in allocated client brand and culture through understanding of their marketplace and competitor landscape

• Achievement of pre agreed objectives and KPI’s.

• Support the Team Leader(s) and Head of Group Travel on tasks and projects

To have regular 121 meetings with your Line Manager to progress of the objectives set

•Financial targets contributed to and achieved

SKILLS, KNOWLEDGE & EXPERIENCE

Proven experience in the travel industry, specifically booking and ticketing group travel

• GDS experience

• Cvent and/or understanding of event registration tools

• Excellent fare and ticketing knowledge including Published, Net, Group, and Consolidator fares

• Working knowledge of MS Office Suite, with a focus on Excel and Outlook

• Experience working in a high pressured environment

• Knowledge and experience of the air/travel industry and key contacts

• Strong negotiation skills

• Excellent geographical and airline schedule knowledge

• Project management skills with the ability to handle multiple events at the same time

• Ability to present facts in a concise document

• Knowledge and experience of MS Office (Outlook, Excel, PowerPoint)

COMPETENCIES

Have an outstanding track record in providing the very best service to clients at all times

An outstanding written and verbal communicator

• A caring and passionate person who shares a vision in developing strong relationships

• Ability to demonstrate significant value to both R&M and to our clients

• Excellent organisational skills to accurately monitor option dates, deadlines, company flight

restrictions and policies

• Able to multitask while maintaining accuracy and attention to detail

• Forward thinking with the ability to plan ahead and foresee risk

• Problem solving whilst staying calm and working effectively under pressure

• Works independently and also operates as a key team player

• Has a key focus on the client and their requirements

• Embraces processes and the bigger picture

• Respect for colleagues, by providing clear concise handover notes when out of office and

ensuring files are orderly and up to date

• Confident ability to present in a positive manner at all levels externally and internally

• A self-starter, proactive and motivated person

• Engages with personal development and training opportunities

• A positive ‘can-do’ attitude at all times

• Embrace R&M values at all times

• Promote a professional image of R&M at all time to clients and suppliers

• To offer support, guidance and training for all new members of the team

•To assist and support the Team Leader and Head of Group Travel as and when required

•To share knowledge and to always be at the forefront for sharing ideas and knowledge when working on projects or when being asked for venue information from your peers

•Be Creative, open-minded and willingness to adapt

•To keep your line manager informed of potential issues or positive feedback received

•Overcome setbacks by acknowledging, rectifying and learning from mistakes

NEXT STEPS:

If you believe this role is for you, please send your CV to Recruitment@reedmackay.com