Job Summary

Island Vows is seeking a Groups Coordinator for our destination weddings team.  This role will start at 25-30 hours per week.  Candidates must have excellent customer service and organizational skills, the ability to handle sensitive and confidential information timely, and be tech savvy. This person must be detail oriented and be highly accurate.

Responsibilities and Duties

  • Using superb customer service skills to manage day-to-day email and phone communication with current and prospective clients
  • Organizing incoming communication to prioritize the day’s most important tasks. This includes managing multiple calendars and streams of communication (voicemail, email, text messages, social media messages, etc.)
  • Coordinating travel groups
    • Working with our tour operators and resorts to accurately process guest reservations into our room blocks and make necessary changes to reservations and creating/sending invoices
    • Communicating with wedding/group guests regarding resort questions, rate/room questions, travel guidelines, travel protection, payment options, etc.
    • Processing guest payments in a timely and accurate manner
    • Emailing payment reminders, collecting past-due payments,
    • Updating CRM, spreadsheets, and group blocks
  • Reconciling financial documents including guest invoices
  • Confirming final group block
  • Collecting guest flight itineraries/scheduling transportation
  • Entering group booking lists in resort programs
  • Preparing and emailing client travel documents
  • ​Possible light website updating & editing
  • Identifying opportunities to improve business practices and processes

Qualifications and Skills


  • Microsoft Office
  • Customer Service Experience
  • Excellent communication skills including proper grammar, punctuation, spelling, etc.
  • Detail Oriented
  • Self-motivated
  • Tech Savvy
  • Organization
  • Teamwork
  • Willingness to learn
  • Reliability

Please email for information.