Events Hotel and Travel Coordinator
About The Position
The Hotel and Travel Coordinator arranges hotel accommodations for guests and staff at TED conferences and events and supports travel logistics. This part-time contract position is 10–20 hours per week, ends in October 2027, and may be extended. The role works remotely, with occasional on-site work in San Diego required. Compensation is USD 20–24 per hour. The coordinator serves as the primary contact for hotel and travel matters, working with attendees, hotels, the travel agent, and internal teams. The role involves coordinating bookings and itineraries, managing large hotel room blocks, maintaining tracking documents, reconciling budgets, supporting attendees, and handling booking changes and travel issues through conference dates.
Requirements
- At least 3 years of reservations experience in luxury hospitality or tourism, preferably serving high-profile clientele.
- Advanced working knowledge of Google Sheets or Microsoft Excel.
- Strong organization and ability to manage competing priorities and consistently meet deadlines and budgets.
- Exceptional customer support or relationship management experience, in person and online.
- Excellent interpersonal, verbal, and written communication skills.
- Meticulous attention to detail.
- Technologically savvy and able to learn new tools quickly.
- Strong quantitative and qualitative analytical and problem-solving skills.
- Ability to work remotely and commute to San Diego for occasional on-site work.
Nice To Haves
- Events experience.
- Experience with Google Workspace and CRMs.
- Degree (preferred) or diploma in tourism, hospitality, or a similar field.
Responsibilities
- Serve as the point of contact for hotel and travel matters and liaise between attendees, hotels, and the travel agent.
- Coordinate hotel, flight, and transportation bookings and compile travel itineraries.
- Manage room blocks of 1,000+ rooms at peak (6,000+ room nights), organize rooming lists, balance inventory across hotels, and mitigate attrition.
- Oversee flight bookings with the travel agent and ensure bookings comply with TED’s travel policy.
- Research destination travel requirements, including visa and vaccination requirements, and support necessary documentation.
- Build and maintain internal tracking documents and spreadsheets; track deadlines and follow up with stakeholders.
- Manage and reconcile hotel and travel budgets.
- Collaborate with internal teams to understand and support their hotel and travel requirements.
- Provide white-glove attendee service by phone and email.
- Report on attendee feedback and booking trends and highlight potential risks.
- Manage booking changes leading up to conferences and troubleshoot last-minute issues.
- Be available for on-call requests and resolve issues throughout conference travel dates.
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What This Job Offers
Job Type
Part-time
Education Level
No Education Listed
