What are the responsibilities and job description for the Charter & Group Sr. Coordinator position at Lindblad Expeditions?
WHO WE ARE
Lindblad Expeditions is a true pioneer in Expedition Travel. From taking the first citizen explorers to Antarctica in 1966, opening the Galapagos and Easter Island to tourism in 1967, leading the first tourist expedition through the Northwest Passage in 1984, and launching our innovative partnership with National Geographic in 2004, we're now taking almost 30,000 guests a year to some of the world’s most remote and pristine locations on our fleet of 20 ships, and are committed to ensuring our guests experience the “Exhilaration of Discovery”.
Position Summary
The Charter & Group Sr. Coordinator serves as the primary point of coordination between Lindblad Expeditions and its affinity group partners and charter clients. This role is responsible for managing the end-to-end lifecycle of group and charter voyages — from agreement execution and marketing support through operational logistics and on-voyage fulfillment. The ideal candidate brings exceptional organizational skills, a client-service mindset, and the ability to manage multiple concurrent programs across internal teams and external stakeholders.
Responsibilities:
- Manage all aspects of group Tour Operations Agreements (TOAs), including drafting, execution, record-keeping, renewals, and coordination with legal counsel when partner-specific language is introduced.
- Oversee charter contracts from initial proposal through final execution, accommodating varying levels of complexity and ensuring alignment with client requirements and company standards.
- Create and maintain charter proposals, updating as needed in response to client inquiries, itinerary changes, or market conditions; manage the opening and closing of charter space in company systems.
- Administer the LEX Affinity & Charter Portal, including managing user credentials, troubleshooting access issues, and contributing to ongoing portal development and redesign efforts.
- Serve as the primary liaison between affinity group partners, charter clients, and internal departments, including but not limited to Groups Team, Charter Coordinators, operations, marketing, finance, legal, guest services, and the shipboard team.
- Support marketing for affinity groups, including supplying copy and imagery to partner organizations, completing organization-specific marketing submissions, and reviewing partner-facing materials for accuracy and brand consistency.
- Coordinate pre-departure and onboard arrangements (OBAs) for group and charter programs—including but not limited to guest speaker/host scheduling, pre-departure communications, special programming, group photography, etc.—ensuring seamless execution through close collaboration with internal teams, field staff, and shipboard personnel.
- Lead or participate in virtual and in-person meetings, presentations, conferences, or other client or guest-facing activities.
- Submit charter, group, and related invoices for payment, maintain tracking spreadsheets and ACH payment records.
- Coordinate internally and with partners to confirm onboard bookings, follow-up tracking, and payouts.
- Maintain and renew annual insurance certificates for affinity groups, charter clients, and travel agents in coordination with the insurance provider and internal stakeholders.
- Enter and manage group brochure requirements and project tasks in project management systems; maintain and audit internal file systems (G-drive, SharePoint) to support team efficiency.
- Respond to internal and external group and charter inquiries, coordinate departmental meetings, and communicate new initiatives and program updates to relevant partners and teams.
- Proficiently use internal booking systems (Seaware) and CRM (Salesforce), assessing workflows and contributing
- Perform additional duties and support special projects as the needs of the Charter & Group department evolves.
Requirements:
Education: Bachelor’s degree preferred.
Experience: 3 years of experience in group travel coordination, sales operations, or a related field within the travel or hospitality industry; prior experience with expedition or luxury travel a plus.
Knowledge, Skills & Abilities:
- Exceptional attention to detail and organizational skills
- Strong project management skills with the ability to manage multiple programs simultaneously
- Excellent written and verbal communication skills, with the ability to tailor messaging for both internal teams and external partners
- Proficiency in Microsoft Office Suite and SharePoint; comfort with project management and CRM platforms
- Client-service mindset with a proactive, solution-oriented approach
- Collaborative team player with the ability to work cross-functionally at all levels of the organization
- Self-starter with the ability to work independently and adapt to shifting priorities
Bonus of up to 5% annually.
OUR BENEFITS
• Travel benefits for employees and their family
• Voyage of Discovery trips for employees to travel as guests
• Health insurance including Medical, Dental, Vision
• 401(k) plan with employer match
• Long-Term Disability, Life & AD&D Insurance
• Flexible Spending Account (FSA) to be used for out-of-pocket medical and dependent care
• Pre-Tax Commuter Benefit
• 7-8 Paid Holidays
• 2-3 Floating Holiday Options (pro-rated per start date)
• Up to 15 days of vacation (pro-rated per anniversary year)
• Parental Leave
• Sick/personal days per city & state ordinance
• Pet Insurance discount
Communication Skills
Using the English language, this person must have the ability to read, write, and comprehend policies, legal guidelines, correspondence, and memos. Must also possess the ability to effectively communicate--both in writing and orally--with a professional demeanor.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee will also be required to write and type. The employee is occasionally required to stand, walk, and reach with hands and arms.
COMPENSATION STATEMENT
Lindblad Expeditions determines the pay for positions using local, national, and industry-specific survey data. We evaluate external equity and the cost of labor/prevailing wage index in the relative marketplace for jobs directly comparable to jobs within our company. Our posted salary range is based on national data and may be refined for a candidate's region/town/cost of living.
For new hires, we strive to make competitive offers allowing the new employee room for future growth. Salaries will be based on the applicant’s location, level of experience, education, and specialized knowledge and skills. An employee/candidate with a stronger skill set will receive higher pay.
EQUAL OPPORTUNITY EMPLOYER STATEMENT
At Lindblad Expeditions, we simply could not do our work without the diverse kaleidoscope of humanity that creates and delivers our remarkable offerings across the planet. As a Company that respects and celebrates the inherent diversity in the places we explore, we recognize the need to mirror that same diversity and all the interconnected perspectives within our organization. We are committed to building a community of different genders, races, ages, sexual orientations, chosen identities, and countries of origin where every person brings their whole self to work and whose skills, talents, and abilities are valued. We believe we can explore further and in a more meaningful way by actively creating a more diverse and inclusive organization where everyone feels they belong.
Lindblad Expeditions is an equal opportunity employer. Individuals seeking employment at Lindblad Expeditions are considered without regard to race, sex, color, religion, national origin, age, disability, genetics, marital status, pregnancy, unemployment status, sexual orientation, citizenship status, or veteran status.
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.