The following responsibilities apply to all Client Programs, supporting both attendees and internal team members to guarantee smooth arrivals, departures, and overall travel experiences.

Flight & Ground Transportation Coordination

• Facilitate communication between third-party flight booking partners (currently AllFly.io and Corporate Traveller) and Moniker attendees to coordinate and manage flight reservations.
• Oversee group block contracts, including payments, attrition deadlines, ticketing, and deviations.
• Obtain and compare charter flight quotes, evaluating cost, routing, and logistics to recommend the best options for each program when applicable
• Monitoring client inboxes and attendee inquiries related to travel itineraries and trip extensions.
• Coordinate with Pods to accommodate attendee trip extension requests based on confirmed travel itineraries, and necessary adjustments to Flight Itineraries. 

Data Management & Reporting

• Upload all flight data and itineraries into our CRM Swoogo, ensuring accurate and up-to-date travel information for attendees.
• Create and maintain an up-to-date Flight Manifest with all flight details, including flight departure/arrival times, ticketing information, and traveler details, within each Client’s Planning Document.
• Maintain a detailed and up-to-date Arrivals & Departures Manifest to determine the necessary on-site airport transfer vehicles and timing, within each Client’s Planning Document.
• Maintain and update the Room Extension Document, tracking all extension requests & approvals to assist in ensuring accuracy and seamless hotel coordination, within each Client’s Planning Document.
• Review, organize, and verify all flight itineraries and group tickets, conducting spot checks to identify and correct any errors before sending them to attendees.
  
  • Ensure all travel arrangements align with retreat itineraries, and established company (client) travel policies and budgeting.

Risk Management & Compliance

• On Program Travel Days, monitor flight schedules for delays, cancellations, and changes, proactively resolving issues and communicating changes with the Travel Operations Team regarding travel status and disruptions.
• Serve as the primary point of contact for Moniker Team members regarding flight and ground transportation logistics during planning and on-site execution, troubleshooting issues in real time.
• Develop contingency plans and emergency protocols for potential disruptions, such as missed connections, weather delays, or strikes.
• Stay informed about airline policies, visa requirements, and travel restrictions for different destinations.

Additional Internal Support:

• Coordinate and oversee all internal Moniker team travel, including for site visits, Client Programs, and annual Monikon events, ensuring seamless arrangements while optimizing costs and maximizing efficiency.
• Support the Travel Operations pods in determining the most efficient flight booking process for each client, including selecting the appropriate platform, establishing timelines, and optimizing workflows.
• Assist in crafting attendee communications related to flight booking processes and procedures, including Know Before You Go emails, client website FAQs, and other informational materials.
• Assist the Research & Proposals Team in the RFP process by;
  
  • Analyzing departure locations and identifying ideal destinations that optimize flight accessibility, cost, and convenience for the group
  • Building out airfare estimates (utilizing Moniker’s internal tools and online resources) to support preliminary budgeting and provide guidance on booking strategies tailored to each client's needs.
  • Researching visa requirements for proposed destinations and potentially supporting attendees with visa applications
  • Maintaining comprehensive visa guidance documents, providing clear instructions and resources for attendees on possible visa needs for travel.
• Provide On-Site Staffing Support as Needed: Be available to support on-site staffing for events and programs, ensuring smooth operations and addressing any issues that arise. This would not be a requirement, but the opportunity to travel and staff programs may arise.

Technology & Process Management

• Collaborate with the Travel Operations team to enhance travel management workflows and reporting capabilities.
• Implement automation and AI-driven tools to streamline processes and improve efficiency in booking and monitoring travel.

• Experience: 5+ years in travel coordination, flight operations, or a related role in a travel agency, OTA booking platform, or similar capacity.
• Skills:
  
  • Exceptional organizational and problem-solving skills.
  • Strong attention to detail and ability to multitask in a fast-paced environment.
  • Excellent communication skills and ability to manage high-pressure situations.
  • Familiarity with airline reservation systems and group booking processes.
  • Proficiency in Google Suite, travel management software, and CRM tools.
• Availability: Must be flexible with working hours to accommodate different time zones and urgent travel needs, and be able to work overtime when necessary during 

You’ll be great in this role if:

You’ve got experience working in a fast-growing agency. You’re a high-performing Travel Agent, or have worked in an agency where you were responsible for flight bookings and coordination, with 5+ years of experience in a high-growth environment. You’ve been at a fast-moving company and thrive in an environment where you are given some structure to your role, with lots of leeway to introduce initiatives of your own.

You have superior attention to detail. You pride yourself on thoroughness and accuracy and consider yourself an Excel Ninja. You are a stickler for detail and have high standards, especially when it comes to keeping track of important dates and deadlines, and managing oodles of data across multiple spreadsheets, while able to stay on top of it all.

You’re an amazing teammate. You’re the first to put up your hand to support your colleagues when they are overwhelmed, and you’re willing to drop what you’re doing to help out when needed. You strive to build genuine relationships built on camaraderie and mutual trust throughout the company, and love being a “go-to” person in your organization.

You’re driven and proactive. You have a solid work ethic and approach each situation with energy and enthusiasm, even when the task at hand isn’t the most glamorous. You approach every challenge, committed and determined to achieve or exceed expectations and act with a sense of urgency.

You’re great at multi-tasking: You excel at juggling multiple projects simultaneously, maintaining high standards across all tasks while effectively prioritizing and managing time.

You’re a self-starter and can work independently: You’re a self-starter with the determination and ability to take on tasks independently. You thrive on being given a task and told what success looks like, but being given leeway to figure out the “how” on your own (though you know when to ask for help, ensuring that you stay on track!). Given the significant amount of time spent working remotely and without direct supervision, your capability to work autonomously is essential to this role.

This role won’t be a good fit if:

• You aren’t a “people person” who thrives on the energy of being a central hub within a team, where multiple people are relying on you for support.
• You aren’t extremely detail-oriented and love working with checklists and ticking off tasks every day.
• You are put off by a daily routine of tasks that won’t change up often - where most days and weeks usually look the same.
• You don’t love and excel at working remotely, autonomously, without a lot of supervision on how you manage your day.
• You aren’t ridiculously organized and efficient.
• You don’t like having multiple projects on the go, and get easily frustrated and overwhelmed when confronted with multiple tasks or people asking things.
• You struggle to prioritize tasks effectively or have a tendency to procrastinate.