Remote Group Experience Coordinator

The Remote Group Experience Coordinator helps organize vacation experiences for families, social groups, celebrations, reunions, weddings, and other special occasions. This role focuses on coordinating multiple travelers, maintaining clear communication, and keeping group details organized from the initial inquiry through departure.

This opportunity is ideal for someone who enjoys planning events, managing timelines, communicating with multiple people, and creating organized systems. Group-planning or event experience is helpful but not required. Training and educational resources are provided.

Key Responsibilities

• Consult with group leaders to identify the purpose, preferred dates, destination, budget, and estimated number of travelers.
• Research cruises, resorts, hotels, vacation packages, meeting spaces, and group activities.
• Compare options based on group size, room needs, amenities, and overall experience.
• Prepare organized group proposals for the primary contact to review.
• Establish reservation timelines, deposit requirements, and final payment deadlines.
• Maintain rooming lists and traveler information.
• Communicate with the group leader regarding participation, deadlines, and reservation updates.
• Provide travelers with clear instructions for submitting required information and payments.
• Track individual reservation progress while protecting confidential client information.
• Coordinate optional transportation, excursions, dining, and celebration arrangements.
• Send reminders regarding documentation, deadlines, and preparation requirements.
• Address routine questions and direct travelers to the appropriate resources.
• Communicate applicable supplier or itinerary changes.
• Follow up with the group before and after the scheduled experience.
• Develop relationships with organizations, families, clubs, and community groups that may need future coordination services.
• Complete required training and participate in continued destination and supplier education.

Requirements

• Candidates must be at least 18 years of age.
• Candidates must reside in the United States or Mexico.
• Reliable internet access and a computer or compatible device are required.
• Strong written communication and group-management skills are required.
• Candidates must be highly organized and attentive to details.
• Candidates must be able to manage multiple deadlines and traveler records.
• Professional customer-service and problem-solving skills are required.
• Candidates must be comfortable communicating with several travelers regarding the same event.
• Candidates must be able to work independently and maintain confidential information.
• Event planning, hospitality, group coordination, administrative support, or customer-service experience is helpful but not required.