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Associate Group Transport Planner

United States - Washington

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Egencia

We’re looking for a dynamic Group Transport Associate Planner/Senior Travel Counselor who excels at providing unparalleled customer service to meeting owners and attendees while also ensuring we exceed our client’s goals. Someone who is excellent in setting priorities, making quality decisions, organized, understands the air and rail/ group transport industry, and knowledgeable with online booking tools and Sabre will excel in this role. The Associate Group Transport Planner demonstrates accountability on all program delivery elements utilizing standard processes and procedures to achieve client satisfaction.

This role is a hybrid role between Group Booking Agent and Group Air Planner managing all aspects of booking group travel. These meetings and events may be complex in nature, require high touch and outstanding customer service.

Who You Are:

  • College diploma or degree in related field preferred.
  • Minimum 6 years of current and relative travel industry and meetings and incentives experience.
  • Experience and expert knowledge of Sabre required
  • Exceptional communications skills: verbal, written, presentation and consultative skills.
  • Current or past experience working with a virtual team.
  • Extremely organized; Multi-tasker who works well under pressure.
  • Capability to remain calm and composed under stressful situations
  • Computer proficiency in Microsoft Office Suite (including advanced experience in Excel) and Cvent, Smartsheet.
  • Ability to travel to event when required and act as onsite support
  • Proven success at driving and delivering service excellence
  • PMC, Click Time, Moxie, online booking tool, and Matrix experience preferred
  • Bilingual is an asset

What You’ll Do:

Project Management

  • Plan group travel with meticulous attention to detail according to corporate standards.
  • Provide unparalleled consultative customer service and professionalism to the client customer experience by creating and maintaining meeting profiles for assigned programs
  • Work with Attendee Management Team to coordinate ground transportation and organize attendee arrivals and departures as providing support to the Group Transport Planner.
  • Source hotel rooms for forced overnights; engage with Group Transport Planner as needed
  • Act as point of contact for meeting owners throughout the lifecycle of a program (from determining the purpose of the event in the initial meeting qualification to meeting debrief)
  • Prepare project plans and delivery specifications including air booking method and travel parameters which mirror the client’s and program needs
  • Ensure client is appropriately informed of the group air process and represented in all terms and conditions during the travel booking process including their security processes and manage pre-ticketing procedures
  • Are accountable for entering data throughout the life of an event in the various technology tools (such as Cvent, Smartsheet and Click Time)
  • Ensure time tracking of programs and maintains the schedule so that the client’s event occurs on time
  • Manage invites and registration procedures to ensure highest quality attendee experience; work with internal team members as appropriate to ensure quality of air data using external registration systems.
  • Secure ground transportation as necessary and communicate travel arrangements to the client
  • Monitor and provide client with air spend reports and arrival and departure reports as needed
  • Analyze airfare and flight movement in order to organize the group and mitigate risk to the program
  • Identify upselling opportunities and scope creep and inform manager
  • Financially accountability for programs including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines
  • Stay current with supplier agreements, relationships and industry trends through attendance at team meetings, and supplier presentations
  • Constantly identify and strive for continuous improvement of M&E processes, procedures and tools
  • Fully support the larger team through workload sharing, brain-storming opportunities, and other duties
  • Own the air related timeline, budget/pro-forma, and group reporting for the team
  • You represent and strengthen the Egencia M&E brand in how you work on a day-to-day basis

Air Fulfillment

  • Provide unparalleled consultative customer service and professionalism to the client customer experience by arranging and assisting with travel reservations.
  • Ensure client is appropriately informed of and represented in all terms and conditions during the travel booking process including their security processes and manage pre-ticketing procedures.
  • Are accountable for entering data throughout the life of an event in the various technology tools (such as Cvent, Smartsheet and Click Time)
  • Meet and exceed client service level agreements in regards to pre-booking, booking finalization, and follow-up on outstanding bookings.
  • Proactively escalate potential client, supplier, or program issues to manager for timely resolution.
  • Constantly identify and strive for continuous improvement of M&E processes, procedures and tools.
  • Fully support the Group Transport team through workload sharing, brain-storming opportunities, and other duties.
  • Work independently and/or as part of the project team
  • Run program related air reports for clients, eg. Spend reports, manifest etc.
  • Assist clients with meeting set up on the M&E booking tool
  • Upload passenger lists on booking tool/update Smartsheet records as needed

Why Join Us

Expedia Group recognizes our success is dependent on the success of our people.  We are the world's travel platform, made up of the most knowledgeable, passionate, and creative people in our business.  Our brands recognize the power of travel to break down barriers and make people's lives better – that responsibility inspires us to be the place where exceptional people want to do their best work, and to provide them the tools to do so.  

Whether you're applying to work in engineering or customer support, marketing or lodging supply, at Expedia Group we act as one team, working towards a common goal; to bring the world within reach.  We relentlessly strive for better, but not at the cost of the customer.  We act with humility and optimism, respecting ideas big and small.  We value diversity and voices of all volumes. We are a global organization but keep our feet on the ground, so we can act fast and stay simple.  Our teams also have the chance to give back on a local level and make a difference through our corporate social responsibility program, Expedia Cares.

Are you looking to have the ultimate accountability and take the lead role on all air travel standard processes and procedures? If so, apply today!

Our family of travel brands includes: Brand Expedia®, Hotels.com®, Expedia® Partner Solutions, Egencia®, trivago®, HomeAway®, Orbitz®, Travelocity®, Wotif®, lastminute.com.au®, ebookers®, CheapTickets®, Hotwire®, Classic Vacations®, Expedia® Media Solutions, CarRentals.com™, Expedia Local Expert®, Expedia® CruiseShipCenters®, SilverRail Technologies, Inc., ALICE and Traveldoo®.

Expedia is committed to creating an inclusive work environment with a diverse workforce.   All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. This employer participates in E-Verify. The employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's I-9 to confirm work authorization.
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R-38431

Job Category
Customer Service Group

Job Function
Contact Center Operations

Locations
United States - Washington
Virtual

Job Type
Full-Time Regular

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