Travel & Events Coordinator

1 week ago

Sydney, New South Wales, Australia ITA Group Full time
Overview

ITA Group creates powerful experiences that drive engagement and performance for some of the world's most respected brands. We specialize in delivering seamless, high-impact travel and event programs. We're looking for a Travel and Event Coordinator (Freelancer) to support our growing team. Initial need is for 1-2 days per week with potential to expand hours.

The Role

As a Travel and Event Coordinator, you'll play a key role in designing, developing, and executing travel and event programs for new and existing clients. You'll support the internal team and clients by managing logistics, coordinating suppliers, and ensuring every detail is executed flawlessly. This role is ideal for someone who thrives in dynamic environments, is highly organized, and passionate about creating memorable experiences.

What You'll Do

Concept & Design

  • Support proposal development and program concepting
  • Collaborate with the Travel & Events Director to build impactful itineraries aligned with client goals and budgets
  • Research destinations and supplier offerings to inform recommendations
  • Coordinate and attend site inspections as needed

Program Development

  • Negotiate and manage supplier contracts for air, hotel, and ground arrangements
  • Maintain accurate project documentation including budgets, timelines, and contracts
  • Monitor payment schedules, attrition, and cancellation deadlines

Attendee Management

  • Oversee registration and attendee data coordination
  • Respond to inquiries with professionalism and efficiency
  • Prepare and distribute travel documentation, destination insights, health/safety guidelines, and visa requirements

Program Execution

  • Create detailed program manuals for Trip Directors
  • Provide on-site support for domestic and international programs as needed

Financial Management

  • Manage event pricing and supplier negotiations
  • Provide budget reporting and re-costing throughout the event lifecycle
  • Prepare client invoices and monitor financial commitments to minimize risk

Corporate Accountability

  • Conduct post-program reviews to evaluate success and identify improvements
  • Deliver exceptional service aligned with ITA Group's values and standards
  • Maintain and update role-specific procedures and documentation
  • Support a consistent and productive work environment through reliable attendance
  • Pursue ongoing professional development
What You Bring
  • Bachelor's degree or diploma in Event Management, Tourism, Business, Hospitality, Marketing, or Communications (preferred but not required)
  • 2+ years of hands-on experience in travel and event coordination
  • Strong knowledge of the MICE sector (Meetings, Incentives, Conferences, Exhibitions)
  • Proficiency in Microsoft Word, Excel, PowerPoint and Adobe Workfront
  • Experience with GDS systems (e.g., Travelport) and event software (preferred)
  • Exceptional attention to detail and organizational skills
  • Strong written and verbal communication abilities
  • Ability to work independently and collaboratively in fast-paced environments
  • Willingness to travel and work flexible hours to meet project needs
Schedule
  • Flexible Work Model:
    • Travel as needed
    • Hours vary based on program timelines and client needs

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