Exceptional Event Experience Coordinator

1 day ago

Melbourne, Victoria, Australia beBeeTravel Full time
Event Travel & Logistics Manager

The Event Travel & Logistics Manager is responsible for managing all guest travel, accommodation, and on-site logistics for the event, ensuring a seamless and high-quality experience from invitation to post-event wrap-up.

Key Responsibilities:

  1. Oversee external travel agents to arrange flights and accommodations.
  2. Plan and book ground transportation requirements.
  3. Manage hotel bookings, including room requirements, room lists, and check-in/check-out planning.
  4. Create and distribute detailed itineraries to all guests.
  5. Manage guest travel inquiries before and during the event.
  6. Oversee design and production of travel-related assets such as luggage tags and airport signage.
  7. Send, monitor, and manage invitations and RSVP lists, tracking guest responses and preferences.
  8. Plan and manage all guest logistics during the event.
  9. Engage, brief, and manage the on-site travel logistics team.
  10. Oversee airport arrivals and departures, including meet-and-greet services.
  11. Manage luggage organization and transportation.
  12. Handle client and guest travel inquiries or changes on-site.
  13. Manage travel-related suppliers such as travel agencies, coach companies, and hotels.
  14. Reconcile travel arrangements and costs.
  15. Manage accounts payable for all travel suppliers.
  16. Complete final client reporting on travel logistics and outcomes.

Required Skills and Qualifications:

  • Strong skills in end-to-end travel coordination, including flights, hotels, ground transport, luggage, and guest itineraries.
  • Excellent supplier management skills, with the ability to liaise with travel agents, transport providers, and hotels.
  • Experience in hotel and accommodation management, including handling large room blocks, room lists, room drops, and check-in/check-out logistics.
  • Strong budget management skills.
  • Strong client management and communication skills.

Benefits:

  • Hybrid working arrangement.
  • Day rate plus super.

Others:

  • 4-month contract starting at the end of October and finishing at the end of February.
  • Ability to start at short notice and have full availability until the end of February.

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