Charter and Incentive Group Coordinator

The C & I Group Coordinator is responsible for assisting the AE & AVP of the C & I Department in all aspects of group and charter coordination from date of initial deposit through post cruise reconciliation. Responsible for resolving problems, processing amenities, and handling all non-routine requests and unique situations for all assigned groups.

The Charter and Incentive Group Coordinator is responsible for managing their assigned groups and are trained to cover other accounts as required for cross utilization. This position is required to make adjustments to the group based on the terms of the contracts and communication from the AE as well as ensure that all deliverable deadlines are met. In addition, this position is responsible for ensuring that all requirements of the group contract are communicated to the appropriate Azamara departments and adhered to.

The C & I Coordinator will communicate directly with the Group Leader / Travel Partner on all issues pertaining to the Group while keeping the AE in copy. The position requires positive, pleasant phone skills, excellent writing skills, consistent delivery of excellent customer service, attention to detail, the ability to multitask and work with efficiency and accuracy in a high demand environment to meet deadlines.

WHO YOU ARE

• Analytical with keen problem-solving skills
• Technically seasoned working with multiple systems
• Able to multi-task and prioritise in a high volume, high stress environment.
• Proactive and organized
• Detail oriented with impeccable follow-up skills
• Excellent verbal and communication 

Duties and Responsibilities:

Each group will have unique terms. The following duties will be performed and adjusted systematically based on the terms of the individual contract.

• Set up group in system
• Verify allotment is correct as requested
• Verify rates are correct for each booking (Group "Special Fared")
• Correct payment schedule in system
• Correct attrition schedule in system
• Verify Tour Conductor's are correct
• Verify commission is correct
• Ensure pre-paid amenities applied
• Ensure GAP amenities applied
• Confirm suite inclusions
• Remove promotions if not contracted
• Confirm payments posted
• Fix SetUp - "Group As a Whole"
• Add OBC coupon
• Move funds from group level to delegate level
• Create manual invoice
• Request GFS and compare to manual invoice. If duplicate, copy is saved to the individual group file
• Create Hotel Operations grid for ship
• Liaise with ship regarding all onboard requirements
• 120 days prior to sailing - Confirm Group is paid in full and finalize any outstanding issues

Specific Job Requirements Include:

• Experience with Seaware highly preferred.  
• Understanding of Incentive group and ship charter business policies and processes
• Strong accounting skills and math aptitude
• Friendly, professional and diplomatic
• Ability to work very closely with others, in a team environment to support each other as well as the accounts serviced.