Events Coordinator, Hotel and Travel

This is a fully remote position, open to applicants in California.

📋 Description

• Act as the primary contact for hotel and travel issues, facilitating communication between attendees, hotels, and the travel agent.

• Organize bookings for hotels, flights, and transportation while compiling comprehensive travel itineraries.

• Manage room blocks exceeding 1,000 rooms during peak times and oversee more than 6,000 room nights.

• Create and maintain rooming lists, balance room availability across various hotels, and minimize attrition.

• Supervise flight arrangements with the travel agent, ensuring adherence to TED’s travel policy.

• Investigate destination travel requirements, including visas and vaccinations, and assist with necessary documentation.

• Develop and maintain internal tracking documents and spreadsheets.

• Monitor deadlines and follow up with relevant stakeholders.

• Manage and reconcile budgets related to hotel and travel expenses.

• Collaborate with internal teams to address hotel and travel needs.

• Deliver exceptional service to conference attendees via phone and email.

• Analyze attendee feedback and booking trends, identifying potential risks.

• Handle booking modifications and resolve last-minute issues prior to conferences.

• Address on-call requests and troubleshoot challenges during conference travel dates.

⛳️ Requirements

• Minimum of 3 years of experience in reservations within luxury hospitality or tourism.

• Experience in event management is an advantage.

• Proficient in Google Sheets or Microsoft Excel.

• Familiarity with Google Workspace and CRMs is preferred.

• Capable of managing multiple priorities while consistently meeting deadlines and budget constraints.

• Outstanding customer support or relationship management experience, both face-to-face and online.

• Strong interpersonal, verbal, and written communication skills.

• High attention to detail.

• Tech-savvy with a quick learning ability for new tools.

• Strong analytical and problem-solving skills, both quantitative and qualitative.

• A degree or diploma in tourism, hospitality, or a related field is preferred.

• Must be able to commute to San Diego for occasional on-site work.

🏝️ Benefits

• Opportunity for contract extension.

• Reasonable accommodations available throughout the hiring process.

• Flexible remote work arrangement.

• Occasional on-site work in San Diego.