Events and Travel Coordinator
Job No:
CTM116
Location:
Melbourne
About CTM & Event Travel Management (ETM)
CTM provides tailored travel solutions for corporate clients. We represent value for money and exceptional client service. Service underpins our success in the market, and because of this we commit ourselves to creating a challenging, fun and rewarding work environment for each and every one of our team members. Events Travel Management (ETM) represents a complete service for all Meetings, Incentive, Conferences and Events (MICE). This growing specialist sector of CTM offers value across each discipline of events and has an experienced team and the latest technology and tools, focusing on customer satisfaction and opening a variety of revenue opportunities.
About The Role
It definitely requires a specialist to be an Events and Travel Coordinator. Not only do you need to carry the CTM commitment to exceptional client service (and all the technical expertise), but an Events Coordinator holds additional pressures of high volume workload, with clear peaks during the year. While all our positions in CTM carry an obvious commitment to accuracy and attention to detail, an Events Coordinator does require a specialist mindset in this regard. The high volume and peaks (and resulting pressure) is not an environment suited to everyone! It is important to also formally recognize the specialist arm of the business and the fantastic role our team do in this regard.
An Events and Travel Coordinator at CTM will generally be employed with event management/ managing group logistics experience. Whilst this type of experience is highly regarded any CTM Events & Travel Co-ordinator must have travel experience this is our only non-negotiable requirement. As you will be liaising one on one with delegates and managing all flight, accommodation and transfer bookings, travel experience is an absolute necessity.
Experience working with Events Pro or Events Air technology are definite advantages, however examples of experience with similar technology is also important. The percentage of international to domestic workload will depend simply on what our current and future clients are requesting and the external economic conditions. As with all our consulting positions, service is the focus, while managing clients’ international and domestic travel arrangements. This could include air travel, accommodation, car hire and/or ancillary requirements to ensure all journeys are a complete success.
Key responsibilities
- All travel related to events – including research, obtaining quotes and managing group and individual travel flight arrangement
- Offer professional advice and suggestions to ensure customer’s expectations are met and exceeded
- Make all reservations in accordance with the client company travel policy, ensuring that their guidelines are not breached
- Process client requests accurately, in accordance with system and office procedures
- Cost and prepare tender documents – including suggestions for destinations and inclusions
- Utilize the full facilities offered by our Event Management software including program set up, ongoing data input and required reporting and manage group bookings and allotments
- Liaise / negotiate with suppliers to ensure all details of arrangements are confirmed – including transportation, accommodation, conferencing, dinners, tours, team-building and other events requirements
- Collate and distribute registration information
- Ensure a good relationship is developed with all suppliers and manage these relationships to gain best service and arrangements for the customer and our company
- Prepare visa, health, insurance and other travel advice for clients
- Ensure tickets, itineraries and documentation are always correct and delivered to the customer on time
- Manage financials - including flight reconciliations of events
- Attend client meetings, information evenings and events as required
Why work for us
Employees at CTM are able to access a wide range of benefits including:
- Opportunities to travel with this role
- Employee Share Scheme: become a part-owner of the Company and share in the profits as we continue to grow and succeed
- Travel Discounts: offered by our valued suppliers
- Insurance Discounts: including travel insurance, health insurance, life insurance and salary continuance insurance
- We understand that the needs of our employees vary and we are committed to providing an environment that supports a work / life balance. In doing so, we look to support flexible working arrangements, including part-time work and working from home, where appropriate
- Options for up to 12 months Sabbatical Leave (leave without pay) to further a work / life balance
- Service Awards to reward loyalty and an Annual Staff Awards Program ('CTM all-stars’) to reward 'going the extra mile' for CTM
- Social clubs in every office to promote events and initiatives such as sporting events and fundraising
- An opportunity to give back to the community through fundraising and charity days
- Casual dress Fridays and ‘wind down’ drinks (alcoholic and non-alcoholic)
Professional Development
At CTM, we provide a working environment where employees can continually extend their skill set and, in doing so, contribute to the company's success while they are building their own professional qualifications.
We are committed to continually improving our learning and development programs which include:
- An Online Learning Centre which provides training across a variety of core skill sets
- A structured competency framework to assist employees and managers to better determine current and future development needs to support career planning