Group Coordinator

  • Judy Perl Worldwide Travel
  • Oct 29, 2019
Full time Group Travel Specialist

Job Description

For each group travel departure, a Group Coordinator serves as an integral part of the department to ensure all travelers unique itinerary details are accurately reflected for a flawless personal and overall experience.

Essential Duties and Responsibilities include the following:


  • Excellent communication and customer service skills [both with clients and colleagues];
  • Strong Microsoft Excel and Word Skills;
  • Attention to detail and formatting;
  • Must exercise effective time management and ability to prioritize based on deadlines;
  • General knowledge of destinations and geography;
  • Be self-motivated.


  • Communications:
    • Answer telephone and direct calls to appropriate staff, take detailed messages;
    • Answer emails in a timely and professional manner;
    • Learn our products thoroughly in order to answer these queries.
  • Database management:
    • Maintain our customer/prospect database. This includes correctly entering names, addresses, and other marketing information. Keep track of client dates of birth, passport numbers, credit card numbers and other personal information;
    • Invoicing through proprietary database and accounting system (ClientBase).
  • Group and Charter Data Management:
    • Maintain manifests for each group departure by keeping them up to date;
    • Manifests include, but are not limited to: Air [arrival and departure information], Guest Information, Pre and Post-Cruise Hotels;   
    • Monitor validity of passport expiration;
    • Client invoice updating - adjusting this invoice unique to the guest booking, to accurately reflect itineraries and schedules (addition of hotels, flights, transfers, tours).
  • Other duties:
    • Assist with preparation of final documents;
    • Create travel bookings: make simple bookings at hotels for accommodation and transfers, as directed by senior staff using existing templates.

Phone Number

(212) 979-7400