Group Travel Specialist

The Group Travel Specialist selects, plans, budgets, develops itineraries and executes three to four group tours annually, each lasting 5 to 8 days and approximately 30 local Day Trips each year. The ideal candidate is passionate about travel, experienced in group travel, detail-oriented, and capable of coordinating all aspects of the group tours, ensuring a seamless and enjoyable experience for participants.

Essential Duties and Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive and all- inclusive. Other duties may be required and assigned.

Destination Selection

• Research and select appealing destinations and routes that align with the group's preferences and interests.
• Stay updated on travel trends, popular attractions, and unique experiences.

Vendor Coordination

• Identify and contact all relevant vendors, including transportation providers, hotels, restaurants, tour guides, and activity organizers to negotiate contracts, rates, and payment terms to stay within budget.
• Ensure all vendor arrangements meet quality and safety standards.

Itinerary Development

• Create detailed itineraries for each trip, including daily schedules, destination highlights, sample photographs and logistical information.
• Include specific details for all stops, such as activity durations, meal options, and transportation schedules.
• Ensure itineraries are accessible and clear for participants and incorporate contingency plans as needed.

Trip Logistics and Management

• Organize group transportation (e.g., buses, flights) and ensure smooth connections between destinations.
• Handle participant special requests.
• Provide participants with pre-trip information, including packing lists, travel tips, and emergency contact details.
• Serve as the primary point of contact during trips to address any issues that arise.

Budgeting and Record-Keeping

• Develop and manage trip budgets, ensuring cost-effectiveness without compromising quality.
• Maintain accurate records of trip expenses and vendor agreements.

Post-Tour Analysis

• Gather feedback from participants to identify areas for improvement.
• Provide a summary report for each trip, including attendance, costs, and key insights for future planning.

Core Competencies

Operational Expertise:

• Awareness of travel industry and current trends.
• Creativity, attention to detail and ability to work independently.
• Familiarity with travel booking platforms and tools.
• Strong organizational and multitasking abilities.

Financial Acumen:

• Experience in budget preparation, financial analysis.

Communication Skills:

• Excellent written and verbal communication.
• Ability to engage with a wide range of stakeholders, including staff, community members, and vendors.

Customer Focus:

• Commitment to delivering high-quality services to participants.
• Strong problem-solving skills to address and resolve customer issues effectively.
• Understanding and empathetic approach to working with older adults, ensuring their comfort and satisfaction.

Minimum Training and Experience Required to Perform Essential Job Functions

• Experience: Minimum 3-5 years of experience in travel planning, event coordination, or a related field.
• Education: Bachelor's degree in hospitality, tourism, or a related field (preferred but not required).
• Proficiencies: Standard business software and all Microsoft Office Suite applications.
• A valid Missouri commercial driver's license is required

Working Conditions

• Work is primarily performed in an office setting during week days approximately 20 to 25 hours per week.
• Flexibility to travel for multiple days and overnight occasionally to escort extended and some day trips.
• Must be able to lift up to 25 pounds and perform tasks in various weather conditions.

How to Apply

Online employment applications can be accessed on our City Website: www.stcharlescitymo.gov

The City of Saint Charles is an Equal Opportunity Employer and participates in E-Verify