Location: This is a hybrid position, offering remote work with the expectation that candidates will be able to work in-person one day per week at our headquarters in Bloomington, Minnesota.
Position reports to: Meetings & Incentives Manager
Job Purpose Summary: Contribute to the planning, delivery, execution, and reporting of meetings, incentives and other program elements as assigned.
Key Responsibilities and Accountabilities:
- Maintain trusting and loyal relationships with clients and vendors through integrity, outstanding customer service, effective communication and accuracy
- Participate in determining client needs and preferences
- Perform in-depth research functions to identify the best possible travel elements for program proposals:
- Calculate cost of program elements during discovery process
- Prepare for review program proposals and client contracts
- Secure assigned elements for assigned programs including but not limited to:
- Airfare – coordinate with manager
- Registration tool & process
- Accommodations
- Ground transportation
- Destination management services
- Activities & tours
- Entertainment & audio-visual services
- Catering & Décor
- Staffing – coordinate with your manager
- Other elements as needed
- Document and maintain up-to-date program details, needs, and status for team reference
- Follow timelines to ensure adherence to contractual obligations. Document and communicate actions taken if obligations change or cannot be met.
- Provide operational services in arranging, securing, monitoring and executing program elements
- Prepare for approval accurate program details and requirements for traveler registration. Incorporate details and requirements into travel documents to deliver to travelers 2-3 weeks prior to program travel dates, unless other arrangements have been approved by your manager and client.
- Provide onsite services as needed for program operations. Travel required.
- Communicate with your client and travelers necessary program changes, cancellations, emergencies, complaints, and in a professional, timely manner
- Engage manager if you anticipate or encounter issues, unique program elements, adjustments, variances from target, and anything else out of the ordinary or off target. Proactively escalate potential client or program issues for timely resolution.
- Monitor and work individual and team phone calls, voicemail messages and emails. Complete and respond to requests in a timely manner
- Report program feedback to manager
- Increase industry knowledge by attending team meetings, internal training, external events, supplier presentations, and site inspections
- Participate in team programs and projects. Lend assistance for additional programs within the department. When required and possible, lend assistance to other Travel One departments, teams or managers.
Key Competencies:
- Customer service
- Organized & detail oriented
- Good oral and written communication
- Time management & priority setting
- Problem solving
- Interpersonal & business relationship skills
- Ability to work independently & on a team
- Amicable and approachable
- Professional and assertive
- Proficient in MS Office products
- Industry knowledge
Education: College degree or equivalent experience in related field
Position status:
- Full-time
- In office
- Travel required
Benefits: Including but not limited to health insurance, 401k match and family benefits.
