Program coordinator Jobs in Honolulu, HI

Groups Coordinator

Group Sales Coordinator

Department: Groups

Reports to: Group Sales Manager

Status: Exempt

Starting at $22-23/ Hr

The Group Sales Coordinator is responsible in conjunction with Sales Manager or Representative for the overall coordination of groups for Agency and non-agent contracted programs. Handles all reservations aspects of a group. The contracted programs range in size from 1 1,000+ attendees. Services provided include, but are not limited to, working closely with the Sales Manager or Representative responsible for the group, answering inquiries, providing quotes, confirming orders, typing contracts, coordinating with in-house transportation and staff services and client correspondence relating to reservations and other group reservation functions.

Incumbent may perform any or all of the following:

• Ensure prompt, efficient reservation service is given for the booking of group reservations.
• Demonstrate good organizational skills to keep multiple elements in order
• Receive inbound calls of inquiries and reservations
• Follow up on calls, inquiries, tasks, etc
• Accurately input group reservations in the proprietary computer system
• Maintain working knowledge of island locations, routes, venues, and its policies
• Maintain accurate records of group service files
• Assist Manager with data inputting for forecasting and similar reports
• Effectively work with Sales Team to execute and manage the contracted program on site
• Check and process orders received via phone, email, fax, sales managers and or any other source
• Book and reconfirm all outside vendors (Non-Roberts Products)
• Reconfirm reservations information with customer via phone recap, email, or fax
• Effective use of the company proprietary system for service orders and reports (Fare Harbor, Hudson, Coach Manager)
• Provide logistical expertise of routes and venues
• Create and maintain all required materials necessary for the onsite execution of program(s)
• Support function for Sales Managers
• Adhere to all company and department policies, procedures, and deadlines
• Meets with agents before and after contract development.
• Be able to provide guidance with routing, locations, vehicle restrictions, and requirements for group itinerary
• Responsible for coordinating group tours and itinerary based on information collected from the client
• Effectively communicate and responds to clients request for quotes on transportation, and other related services
• Collects payment, reconciles orders, creates and closes files.
• Able to process al payments, refunds, commissions and gratuity
• Develop and optimize client relationships for potential future business
• Coordinate, negotiate and confirm arrangements and contracts with suppliers
• Perform other related duties as assigned or requested

High School Graduate or equivalent required

Must have at least 3 year of experience in tours or hospitality in Hawaii

BS in Business Administration or Tourism and Hospitality preferred (will consider equivalent work experience, or a combination of education and experience

Previous reservations experience preferred

Fluent in Microsoft Office Applications (Outlook, Word, Excel, PowerPoint)

Must type a minimum of 40 wpm accurately

Excellent writing and interpersonal skills

Exemplary organization and time management

Ability to understand Western Motor Tariff (Barn Time, Minimum hours, and rates)

Ability to communicate clearly and work well in a team environment

Ability to continually provide stellar customer service

Ability to respond to inquiries from clients

Ability to prioritize work and meet deadlines

Ability to perform positively and accurately in a fast paced environment

Ability to creatively problem solve

Familiar with current industry trends

Flexibility to adjust to changing conditions while maintaining a positive attitude

Ability to work a flexible schedule, including weekends and evenings with long hours as required

Knowledge of general locations of all major islands (Oahu, Maui, Kauai, Big Island)

Fast paced environment

Able to lift 20+ pounds as necessary onsite

Extended shifts

Air Conditioned office

Desk and chair

Sitting and working on the computer for extended periods of time

General office equipment and supplies

Exposure to potential eye strain and muscle strain due to constant use of computer

May require inter-island travel

EOE/M/F/Vet/Disabilities

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.