Program Coordinator, Group Travel

Breaking news: HMI Performance Incentives are now part of the 360insights group!

Here at HMI and 360insights you will be a part of a fast-paced global technology company that is innovating and leading in the channel incentives and insights industry. You will be helping us to deliver great solutions for some of the world’s most recognizable brands all within an inspiring and inclusive culture that has certified us as a Great Place to Work® in Canada, the USA and the UK.

What you will be doing:

The Program Coordinator is the main attendee contact and provides administrative and operational support to Program and Account Managers. The Program Coordinator is a key player responsible for database maintenance, participant communication via phone and email, and management of program final mailings. The Program Coordinator reports to the Manager of Group Travel Operations.

Program Coordination

• Frontline attendee management and support; the positive voice providing clear and concise responses to attendee calls/emails relating to group incentive travel programs
• Oversee event registration inboxes
• Facilitate traveler extension requests collaborating with Program/Account Manager, Air Agent, and processing credit card payments
• Coordinate final mailing assets with vendors in collaboration with Program & Account Managers
• Facilitate final participant mailings which includes preparation of mailing labels and quality control of packets in the Norwood office
• Preparation and distribution of final documents for on-site staff
• Creation and distribution of electronic participant surveys
• Interface with client and vendors as applicable
• Travel on-site to experiential group incentive programs as needed
• Assume additional tasks as assigned

Database Maintenance

• Create email communications, including travel program invitations and registration link distribution to participants via Cvent software
• Manage changes and updates to the database including quality control of data entered by participants
• Oversee registration and quickly resolve issues that may arise
• Run reports to provide to hotels, DMCs, Air Agent and Program Managers
• Verify data from vendor reports against program database and quality control of participant lists for name badges, rooming lists etc.
• Collaborate with air agents ensuring data in Cvent matches with air data
• Coordinate the matching PNR retrieval process from Sabre to Cvent

What you'll bring

• 1 plus years of experience in meeting, events, or group travel industry preferred
• Strong customer service skills
• Ability to work independently, manage multiple projects in a fast-paced, high pressure environment
• Excellent organizational, written, and oral communication skills
• Positive team player who takes initiative, has solid follow through skills and strong attention to detail
• Innovative and creative problem solver
• Proficient in Microsoft Office (PowerPoint, Word, Excel) and project management software
• Cvent experience a plus
• Familiarity with Adobe Creative Suite (InDesign, Photoshop, Illustrator) a plus
• Interest in event management and passionate about travel and hospitality industry
• Commuting distance to Norwood, MA

Why 360?

At 360insights, we take pride in being a people-first organization, dedicated to fostering a vibrant values-based and inclusive culture. Our commitment to this ethos is reflected in our day-to-day operations and interactions with both team members and clients. Embracing a people-focused approach entails the following principles:

Diversity and Inclusion: We wholeheartedly welcome individuals from all walks of life to join our team. 360insights is committed to providing equal employment opportunities to people of every race, religion or belief and ethnic origin, regardless of age, disability, sexual orientation, or gender identity. You can find out more about our DEIB Vision on our website. We encourage applications from individuals with disabilities, and accommodations are available upon request for candidates participating in all stages of the selection process.

Experiences that create growth. Growth that creates experiences: At 360insights, every facet of our business presents opportunities for personal and professional development, allowing you to explore diverse disciplines and rewarding work experiences. Our commitment to growth is supported by robust Learning and Development (L&D) initiatives and mentorship programs, ensuring that you have the tools and support needed to thrive and grow as an Insighter.