Coordinator, Travel Concierge Jobs

PIVOT Agency is a full-service sports marketing agency built at the nexus of brands and culture, forming alliances between consumer brands, athletes, sports, the arts, causes, business & media.

Our Mission: To deliver best-in-class expertise, always prioritizing our client’s needs to achieve optimal success.

Our Vision: To be the industry-leading sports & entertainment agency by offering a strategic array of diverse, best-in-class client services.

Summary

Coordinator, Travel Concierge will provide day-to-day support to the Travel Division. This position requires exceptional attention to detail, administrative accuracy, timely completion of tasks, and effective and frequent communication to all PIVOT staff and clients. The Coordinator, Travel Concierge is to report directly to the VP, Travel Platform Innovation, Partnerships & Culture with the following:

This position has been created to help provide an entry into the Travel & Hospitality industry for driven and passionate individuals who otherwise may not have previous experience within the industry. Employees will start on a 3 month trial period, where they work closely with senior leadership to learn and further develop their business development skill set. At the conclusion of the trial period, PIVOT Senior leadership will meet to review success and growth over the first 3 months, and discuss long term growth and next steps within PIVOT.

Essential Duties And Responsibilities

• Create and distribute emails both internally and externally to clients
• May assist in sales of bringing on new clients (Pro Teams or emerging sports, such as college and youth sports)
• Ability to build and maintain relationships with customers, partners, and other stakeholders.
• Other administrative tasks to support the travel division as needed (i.e., data entry, etc.)
• Work closely with travel client throughout the travel planning process to answer questions, address concerns, and resolve problems
• Assist with urgent requests that arise during business hours
• Work with travel suppliers to book hotel travel arrangements with includes getting rates, obtaining quotes, and managing reservations
• Compile documents to be sent via email (i.e., travel confirmations, etc.)
• Assist with credit card authorizations with the hotel booking
• Maintain accurate travel records for client travel within Salesforce including keeping track of reservations, receipts and other documentation
• Assist our clients with best-in-class personalized travel support providing accurate and detailed information for client travel
• Provide regular feedback to Travel team regarding status of client trips

SUCCESS CRITERIA

• Create and distribute emails both internally and externally to clients
• Assist with credit card authorizations with the hotel booking
• Other administrative tasks to support the travel division as needed (i.e., data entry, etc.)
• Provide regular feedback to Travel team regarding status of client trips
• Assist with urgent requests that arise during business hours
• Work with travel suppliers to book hotel travel arrangements with includes getting rates, obtaining quotes, and managing reservations
• Work closely with travel client throughout the travel planning process to answer questions, address concerns, and resolve problems
• Ability to build and maintain relationships with customers, partners, and other stakeholders.
• Maintain accurate travel records for client travel within Salesforce including keeping track of reservations, receipts and other documentation
• May assist in sales of bringing on new clients (Pro Teams or emerging sports, such as college and youth sports)
• Assist our clients with best-in-class personalized travel support providing accurate and detailed information for client travel
• Compile documents to be sent via email (i.e., travel confirmations, etc.)

Requirements

Required Education and Experience:

• BA/BS in Business Management preferred, but related work experience can be substituted
• 2+ years employment experience working in a fast-paced environment with competing deadlines

Qualifications

Knowledge, Skills, Abilities

• Excellent presentation skills, both written and oral communication
• Advanced skills in Microsoft Office & Google Suite
• Previous experience with Salesforce, Sabre, CVENT or other GDS systems preferred
• Prior experience in a hotel, travel industry or pro sports, team sports environment a plus
• Acute attention to detail

Benefits

• Short Term & Long Term Disability
• Paid Time Off (Vacation, Sick & Public Holidays)
• Work From Home
• Family Leave (Maternity, Paternity)
• Health Care Plan (Medical, Dental & Vision)
• Life Insurance (Basic, Voluntary & AD&D)
• Retirement Plan (401k, IRA)

EMPLOYMENT PRACTICES

At PIVOT Agency, we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of or traits historically associated with race; color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran and/or military status), domestic violence victim status, political affiliation, and any other status protected by state or federal law.

WORK ENVIRONMENT

This role operates in a typical business environment working remotely from an employee’s home office. This role routinely uses a computer and its voice or video call capabilities. This role requires working long hours sitting and staring at a computer and talking via voice and video calls.

Physical Requirements

While performing the duties of this job, the employee is regularly required to use a laptop computer. Specific physical abilities required by this job include sitting, standing, talking and hearing both in person and over the phone and keyboarding.