Job Description: Guest Relations, Travel & Hospitality Coordinator
Position Summary
The Guest Relations, Travel & Hospitality Coordinator is responsible for planning and managing guest travel, accommodation, RSVP, hospitality, and logistics for weddings, corporate events, MICE (Meetings, Incentives, Conferences & Exhibitions), and FIT (Free Independent Traveller) requirements. This role ensures seamless coordination and exceptional guest experiences by working closely with clients, vendors, hotels, airlines, transport providers, and the internal planning team.
Key ResponsibilitiesRSVP & Guest Management
- Manage end-to-end RSVP processes for weddings, corporate events, conferences, and special events.
- Coordinate guest invitations, confirmations, follow-ups, special requests, and attendance tracking.
- Maintain accurate guest databases, rooming lists, and event-related records.
- Serve as the primary point of contact for guest travel and hospitality queries.
Travel Management
- Arrange domestic and international flight bookings for clients, guests, speakers, artists, VIPs, and internal teams.
- Coordinate train ticket bookings and other travel requirements.
- Prepare and manage detailed travel itineraries.
- Handle ticket modifications, cancellations, refunds, and emergency travel support.
Hospitality & Accommodation
- Manage hotel sourcing, contracting, and accommodation bookings for weddings, destination weddings, corporate events, MICE groups, and FIT travellers.
- Coordinate room blocks, allocations, upgrades, check-ins, check-outs, and special guest requests.
- Liaise with hotels and hospitality partners to ensure smooth guest experiences.
- Oversee hospitality desks, welcome kits, amenities, and guest assistance where required.
Logistics & Transportation
- Coordinate airport transfers, chauffeur services, coaches, local transportation, and inter-venue logistics.
- Develop transportation schedules for multi-day weddings, conferences, and events.
- Ensure seamless movement of guests between airports, hotels, venues, and event locations.
Wedding & Event Support
- Coordinate guest travel and hospitality for weddings, destination weddings, pre-wedding events, receptions, and celebrations.
- Support the event planning team in delivering seamless guest logistics across multiple venues and functions.
- Coordinate VIP hospitality and special arrangements for families, dignitaries, artists, and key stakeholders.
Corporate Events & MICE
- Manage travel and accommodation for corporate meetings, conferences, exhibitions, incentive trips, product launches, and offsite events.
- Coordinate delegate registrations, rooming lists, transportation, and event-related travel logistics.
- Work with corporate clients to ensure efficient planning and execution of travel and hospitality requirements.
FIT (Free Independent Traveller) Services
- Design and coordinate customized travel experiences for individual and family travellers.
- Arrange hotels, flights, trains, sightseeing tours, local experiences, airport transfers, and ground transportation.
- Prepare personalised itineraries based on client preferences and travel objectives.
Vendor & Budget Management
- Build and maintain relationships with hotels, airlines, travel agencies, destination management companies (DMCs), transport providers, and tour operators.
- Negotiate competitive rates while maintaining service quality.
- Maintain booking records, invoices, confirmations, and travel documentation.
- Monitor travel and hospitality budgets and prepare periodic reports.
Key Skills & Competencies
- Strong organizational and project coordination skills.
- Excellent guest relations and customer service orientation.
- Outstanding communication and interpersonal skills.
- Ability to manage multiple weddings, events, and travel projects simultaneously.
- Strong negotiation and vendor management capabilities.
- High attention to detail and accuracy.
- Ability to perform effectively under tight deadlines and changing schedules.
- Proficiency in Microsoft Office, Google Workspace, travel booking systems, and hospitality management platforms.
Preferred Qualifications
- Bachelor's degree in Hospitality, Tourism, Event Management, Business Administration, or a related field.
- Experience in wedding planning, destination weddings, corporate events, hospitality, travel management, or MICE operations.
- Knowledge of domestic and international travel procedures, hotel contracting, and itinerary planning.
Key Performance Indicators (KPIs)
- Timely and accurate completion of all travel and hospitality bookings.
- RSVP accuracy and guest communication effectiveness.
- Guest satisfaction across weddings, corporate events, MICE, and FIT travel.
- Efficient coordination of logistics and transportation.
- Budget adherence and cost optimization.
- Vendor performance and relationship management.
- Accuracy of travel documentation and itineraries.
- Resolution time for guest and travel-related issues.
Pay: ₹15,000.00 - ₹20,000.00 per month
Work Location: In person
