Groups Coordinator - 100% Remote (US & Eligible States Only)

Rev Agency LLC • 100% Remote - USA, US,

8d • $19 - $19 • Remote

About The Position

Avoya Travel is hiring a Groups Coordinator to support its Groups Department and group travel operations. This role serves as a central point of contact for independent agencies, vendors, and internal teams, helping manage group bookings, records, communications, documentation, deadlines, and revenue opportunities. The coordinator reviews booking and financial details, obtains and routes vendor invoices and reports, monitors updates and deadlines, and helps ensure group policies are followed. The role also supports group creation and maintenance, agency affinity groups, process improvements, and special projects. The position is 100% remote in the United States, limited to eligible states, and is full-time and non-exempt. The stated schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m., with occasional Saturdays.

Requirements

• At least two years of experience in a similar administrative, operations, travel, or customer-support role.
• Strong organizational and time-management skills, including the ability to manage multiple priorities.
• Excellent attention to detail and commitment to data accuracy.
• Strong written and verbal communication skills.
• Customer-focused mindset and problem-solving abilities.
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Ability to work independently in a remote environment while maintaining productivity and accountability.
• Strong analytical, financial-tracking, and recordkeeping skills.
• Ability to maintain productivity and confidentiality in a remote or hybrid work environment, including having minimal distractions, reliable internet connectivity, ongoing communication with leadership, and reliable childcare or eldercare when applicable.
• Professional appearance and presentation in virtual and in-person meetings.
• Ability to work predominantly sedentarily using a computer, keyboard, telephone, and video-conferencing technology.
• Ability to communicate effectively in English in person, by telephone, and through virtual meeting platforms.
• Ability to safely receive, transport, and set up company-issued equipment, including a laptop, monitor, keyboard, headset, and related peripherals.

Nice To Haves

• Travel industry experience and familiarity with group travel operations.
• Knowledge of destinations, supplier programs, and travel industry trends.
• Experience working with vendor relationships and booking systems.

Responsibilities

• Serve as a primary point of contact for the Group Department, supporting independent agencies, vendors, and internal teams.
• Review and update group travel records, checking bookings, pricing, commissions, and payments against vendor invoices; identify discrepancies and notify agencies for vendor-facing resolution.
• Request and manage vendor invoices, confirmations, and reports through supplier portals or direct communications, and route accurate reporting to appropriate recipients.
• Monitor vendor notifications and invoices, and communicate group updates, changes, and deadlines to the Groups team and independent agencies as needed.
• Track vendor deadlines for payments, missing information, and required actions to support group policy and prevent service issues.
• Manage the shared group support inbox and departmental requests, respond to routine inquiries, and escalate complex issues appropriately.
• Review combinability and vendor policies, move eligible bookings into appropriate groups, and maintain accurate group records to support inventory and revenue opportunities.
• Identify potential new group opportunities and recommend revenue-increasing strategies.
• Build positive vendor and agency relationships through professional, solution-focused communication.
• Assist with group creation, booking reviews for potential group inclusion, and maintenance of group data, inventory, pricing, amenities, and itinerary updates.
• Collaborate with peers and leadership on policy changes, recurring issues, and process-improvement recommendations.
• Maintain expertise in Avoya Group Policies, Affinity Group Guidelines, and assigned vendor group policies, applying them consistently.
• Assign internal group reference codes and organize documentation for reporting, accounting, and reconciliation.
• Support independent agencies with private affinity groups and help ensure they understand and follow vendor group policies.
• Support special projects and ad hoc initiatives, maintain organized records, and participate in team meetings and training.
• Work a flexible schedule when necessary to support business needs.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Ancillary coverage options
• 401(k) with a 4% employer match and immediate vesting
• Travel discounts
• Competitive pay
• Flexible schedules, including in-office, hybrid, and remote options for eligible employees
• For in-office or hybrid employees: casual dress code, stand-up desks, complimentary snacks and beverages, an employee arcade, and a wellness/relaxation room

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed