Groups Coordinator - 100% Remote (US & Eligible States Only)

LOCATION: 100% Remote – US Only & Eligible States FLSA STATUS: NON-EXEMPT, FULL-TIME ABOUT AVOYA Avoya Travel is transforming how people plan and book vacations by connecting travelers with expert travel professionals through our innovative platform. We’re one of North America’s fastest‑growing travel companies, delivering exceptional service, exclusive offers, and memorable travel experiences. Our team shares a passion for exploration, service, and achieving remarkable results. We offer competitive pay and benefits, flexible remote and hybrid work options, ongoing learning opportunities, and generous travel perks—all within a fun, supportive, and collaborative culture focused on wellness and work/life balance. We’re looking for talented individuals who thrive in innovative, team‑oriented environments to join our growing organization. ABOUT THE OPPORTUNITY Do you thrive in a detail-oriented, fast-paced environment where organization, communication, and problem-solving are key? As a Groups Coordinator, you'll play an important role in supporting our Groups Department by helping manage group travel bookings, maintaining accurate records, coordinating vendor communications, and ensuring a seamless experience for our Independent Agencies and supplier partners. In this role, you'll serve as a central point of contact for group travel operations, working closely with internal teams, vendors, and agencies to monitor bookings, manage documentation, track deadlines, and support revenue-generating group opportunities. Your ability to stay organized, communicate effectively, and manage multiple priorities will directly contribute to the success of our group travel programs. We're looking for someone who is customer-focused, highly organized, and passionate about delivering exceptional service. The ideal candidate enjoys working independently, has strong analytical and administrative skills, and is comfortable navigating multiple systems while maintaining a high level of accuracy. Travel industry experience and familiarity with group travel operations are a plus. ESSENTIAL DUTIES AND RESPONSIBILITIES Serve as a primary point of contact for the Group Department, providing timely, professional support to independent agencies, vendors, and internal teams. Review, maintain, and update group travel records to ensure bookings, pricing, commissions, and payments align with vendor invoices; identify discrepancies and notify independent agencies for vendor-facing resolution. Request and manage vendor invoices, confirmations, and reports through supplier portals or direct communication, ensuring accurate reporting is obtained and routed to the appropriate recipients. Monitor incoming vendor notifications and invoices; communicate group updates, changes, and deadlines to Groups team and / or independent agencies as needed. Track vendor deadlines related to payments, missing information, or required actions to support group policy and prevent customer service issues. Manage the shared group support inbox and departmental support requests, responding to routine inquiries and escalating complex issues appropriately. Manage bookings by reviewing combinability and vendor policies and moving eligible bookings into the appropriate groups, ensuring accurate group records and maximizing inventory and revenue opportunities. Identify potential new group opportunities and recommend strategies to increase revenue. Foster positive relationships with vendors and independent agencies through professional, solution-focused communication Assist with group creation, booking review for potential group inclusion, and maintenance of group data, inventory, pricing, amenities, and itinerary updates. Collaborate with peers and leadership to communicate policy changes, recurring issues, and process improvement recommendations. Maintain expertise in Avoya Group Policies, Affinity Group Guidelines, and assigned vendor group policies, ensuring compliance and consistent application across all group initiatives. Assign internal group reference codes and organize group documentation to support reporting, accounting, and reconciliation processes. Support independent agencies with their private affinity groups and ensure they understand and adhere to vendor group policies. Support special projects and ad-hoc initiatives, maintain organized records, and participate in team meetings and training to build vendor and group expertise. REQUIRED SKILLS, KNOWLEDGE & ABILITIES Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously. Excellent attention to detail and commitment to data accuracy. Strong written and verbal communication skills. Customer-focused mindset and problem-solving abilities. Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and Team Ability to work independently in a remote environment while maintaining productivity and accountability Strong analytical, financial tracking, and recordkeeping skills Ability to maintain productivity and confidentiality in a remote or hybrid work environment, including: Minimal distractions Reliable internet connectivity Ongoing communication with leadership Reliable childcare/eldercare when applicable Professional appearance and presentation in both virtual and in‑person meetings. EXPERIENCE AND/OR EDUCATION Minimum of two (2) years of experience in a similar administrative, operations, travel, or customer-support role. Travel industry experience and familiarity with group travel operations. Knowledge of destinations, supplier programs, and travel industry trends. Experience working with vendor relationships and booking systems is preferred. PHYSICAL REQUIREMENTS Ability to work a flexible schedule when necessary to support business needs. Ability to work in a predominantly sedentary position utilizing a computer, keyboard, telephone, and video conferencing technology. Ability to communicate effectively in English in person, by telephone, and through virtual meeting platforms. Ability to safely receive, transport, and set up company-issued equipment including a laptop, monitor, keyboard, headset, and related peripherals. While we encourage employees to apply even if they don't meet every listed qualification, please be aware that internal candidates who require additional training or development may be offered a starting salary at the lower end of or below the established range. This flexibility allows us to prioritize your career growth while ensuring the compensation remains aligned with the current level of experience brought to the role. Avoya Travel offers competitive pay, flexible schedules (in‑office, hybrid, and remote-US only and eligible states), and comprehensive benefits- including medical, dental, vision, and a wide range of ancillary coverages—available to full‑time employees starting the first of the month after hire. We also provide a 401(k) with 4% employer match, immediate vesting and travel discounts. For in‑office or hybrid employees, our San Marcos office features a casual dress code, stand‑up desks, complimentary snacks and beverages, an employee arcade, and a wellness/relaxation room. Avoya is proud to be an equal opportunity employer committed to diversity and inclusion. All qualified applicants receive consideration without regard to any protected characteristic. \We use E‑Verify, conduct professional references and background checks, and require an arbitration agreement as a condition of employment. Monday to Friday 8:00am to 4:30pm Occasional Saturday's