Travel & Events Coordinator
1 day ago
? Now Hiring: Travel and Event Coordinator (Freelancer) – Travel & Event SolutionsAbout ITA GroupITA 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 that leave lasting impressions.
We're looking for a Travel and Event Coordinator (Freelancer) to support our growing team in delivering exceptional service and unforgettable experiences.
Initial need is for 1-2 days per week with potential to expand hours.
The Role: Travel and Event Coordinator (Freelancer)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 DoConcept & DesignSupport proposal development and program conceptingCollaborate with the Travel & Events Director to build impactful itineraries aligned with client goals and budgetsResearch destinations and supplier offerings to inform recommendationsCoordinate and attend site inspections as neededProgram DevelopmentNegotiate and manage supplier contracts for air, hotel, and ground arrangementsMaintain accurate project documentation including budgets, timelines, and contractsMonitor payment schedules, attrition, and cancellation deadlinesAttendee ManagementOversee registration and attendee data coordinationRespond to inquiries with professionalism and efficiencyPrepare and distribute travel documentation, destination insights, health/safety guidelines, and visa requirementsProgram ExecutionCreate detailed program manuals for Trip DirectorsProvide on-site support for domestic and international programs as neededFinancial ManagementManage event pricing and supplier negotiationsProvide budget reporting and re-costing throughout the event lifecyclePrepare client invoices and monitor financial commitments to minimize riskCorporate AccountabilityConduct post-program reviews to evaluate success and identify improvementsDeliver exceptional service aligned with ITA Group's values and standardsMaintain and update role-specific procedures and documentationSupport a consistent and productive work environment through reliable attendancePursue ongoing professional development What You BringBachelor'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 coordinationStrong knowledge of the MICE sector (Meetings, Incentives, Conferences, Exhibitions)Proficiency in Microsoft Word, Excel, PowerPoint and Adobe WorkfrontExperience with GDS systems (e.g., Travelport) and event software (preferred)Exceptional attention to detail and organizational skillsStrong written and verbal communication abilitiesAbility to work independently and collaboratively in fast-paced environmentsWillingness to travel and work flexible hours to meet project needs? ScheduleFlexible Work Model:Remote work with travel as neededHours vary based on program timelines and client needs
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