Meetings and Client Support Specialist

ADTRAV Travel Management

23d•$50,000 - $62,000

About The Position

ADTRAV Travel Management, founded in 1977, has over four decades of experience in managing corporate, government, vacation, group, meetings, and incentive travel programs across the United States. We have experienced steady growth throughout our history and are currently ranked as one of the top business travel management companies in the country. ADTRAV is seeking a Meetings and Client Support Specialist to be responsible for managing and securing long-term housing solutions for corporate clients, as well as supporting our Meetings and Client Services teams. This role involves maintaining client relationships and ensuring seamless sourcing and housing experience.

Requirements

High school diploma or equivalent required. Bachelor’s degree in related field, or equivalent experience preferred.
2+ years of B2B client related experience.
Experience with Microsoft Office suite and CRM applications.
Able to read and analyze data, identify opportunities to reduce costs and make recommendations on solutions.
Excellent English written and verbal communication skills.
Demonstrated presentation and people skills; able to engage with all levels of employees and clients.
Strong analytical, critical thinking and negotiation skills.
Strong attention to detail with emphasis on accuracy and quality.
Highly effective at problem solving with the ability to listen, identify the root problem, present appropriate alternative solutions, and determine the best solution using a systematic approach.
Excellent time-management and organizational skills, with a proven ability to manage multiple projects, meet key deadlines and deliverables, and work well under pressure.
Ability to communicate ideas and concepts clearly and concisely, while also being open to receiving feedback and direction as needed.
Able to present a professional and positive demeanor with internal and external customers/clients and work cooperatively.
Ability to work remotely and meet the company home-office requirements.
Able to travel as needed for client and company meetings.
Able to maintain confidentiality of company and client information.
Able to successfully pass a credit, criminal, and/or employment reference background check.

Nice To Haves

Experience with hotel sourcing and event planning software preferred.
Experience in the travel industry with understanding of related technologies a plus.

Responsibilities

Oversee the end-to-end process of securing long-term housing for corporate clients. This includes handling booking requests, managing client relationships, and ensuring high-quality housing experience.
Respond promptly to housing inquiries and requests for long-term stays, providing suitable options based on client preferences and budgets.
Negotiate rental terms, rates, and conditions with property owners/managers to secure favorable terms for clients.
Finalize bookings, prepare agreements, and ensure all reservation details are accurately documented.
Serve as the primary point of contact for clients during the booking and stay period, addressing any issues or concerns promptly and professionally.
Track bookings, client interactions, and feedback using CRM software, ensuring records are complete and up to date.
Support the Meetings Team with group hotel, transportation, or other sourcing as needed. This may include RFP creation, location research, and contract negotiations.
Manage simple sourcing requests for the Meetings Team as well as new event intake and assignment.
Conduct research to identify suitable hotels for client events based on location, amenities, and budget.
Develop and distribute Requests for Proposals (RFPs) to potential partners, outlining client requirements and expectations.
Negotiate rates, conditions, and contracts as required.
Facilitate regular communication with clients to provide updates on the sourcing process, address any concerns, and ensure alignment with client expectations.
Track bookings, client interactions, and feedback using CRM software, ensuring records are complete and up to date.
Assist the Meetings Team with process optimization which may include billing, intake, records, follow up, and partnerships with other departments.
Oversee billing and commissions for the Meetings Team; includes all hotel commission requests and tracking, client billing while referencing individual contracts, internal commissions, and any other billing related matter.
Support client services specialist with the day-to-day needs of clients and with account management tasks, to include contract negotiation, program implementation, financial reporting (billing, payment, and savings reporting), and business planning and reviews.
Monitor client services group email boxes and respond to clients in timely manner; answer questions or escalate to appropriate client services team members.
Update CRM with client information and other pertinent data.
Assist with client technical and service issues; create Jira tickets and follow up with internal teams to ensure there is resolution and client is satisfied.
Produce and provide reports to internal and external stakeholders.
Travel to meetings and conferences as needed.
Become knowledgeable in ADTRAV's industry and customer base.
Utilize various internal and external applications.
Represent ADTRAV by embracing the company values and maintaining effective working relationships with employees, partners, vendors, and clients.
Adhere to company policies and procedures.
Other duties as assigned.