Coordinator, Groups Programs

The Groups Programs Coordinator supports the administration and delivery of Charters, Incentives, Large Groups, and Travel Advisor Conference programs after the proposal cycle is complete. The role will create and maintain program bookings, coordinate pricing, liase with Revenue Management for group setup, process onboard credits and pre-cruise amenity orders, support servicing, reporting, payment management, assistance with charter loads ins and embarkation as needed, and post-charter reconciliation across the CMI portfolio. This position works closely with CMI Leadership, Sales Directors, Revenue Management, Finance, Reservations, Shipboard Teams, and other internal stakeholders to ensure program data, financial activity, documentation, and guest-facing arrangements are accurate, timely, and aligned with approved program requirements. Essential Functions: Group Booking Creation and Administration: Create and manage group program bookings after the proposal cycle is complete. Establish and maintain accurate booking records throughout the berthing process, program identifiers, inventory details, key dates, and supporting documentation; process approved updates and ensure information remains current throughout the servicing lifecycle. Onboard Credits and Pre-Cruise Orders: Coordinate and apply onboard credits and manage Bon Voyage and Fun Shop orders for charter and large group programs. Validate approved amounts, guest or booking details, funding sources, deadlines, and supporting documentation; partner with the appropriate internal teams to resolve discrepancies and confirm accurate completion. Portfolio Servicing, Reporting, and Payment Management: Support ongoing servicing across the CMI portfolio, including maintaining trackers, preparing group summaries and status reports, monitoring deadlines, coordinating payment activity, researching variances, and following up with internal stakeholders and external partners as directed. Pricing Coordination and Group Setup: Coordination and group setup with Revenue Management for large groups and Travel Advisor conferences. Compile requirements, submit setup requests, track approvals and changes, validate that approved pricing and terms are reflected accurately, and escalate exceptions or unresolved issues to CMI leadership. Post-Charter Reconciliation: Assist with post-charter reconciliation by gathering final program and financial data, supporting attrition calculations, coordinating partner invoicing, reconciling supporting records, tracking open items, and retaining documentation in accordance with established requirements. Process Compliance and Continuous Improvement: Maintain organized and audit-ready program files, follow established controls and procedures, identify data or process gaps, and recommend practical improvements that increase accuracy, consistency, and efficiency. Knowledge, Skills & Abilities: Scope: Supports a portfolio of Charter, Large Group, and Travel Advisor Conference programs from post-proposal booking setup through servicing and post-charter closeout. The role manages detailed booking, pricing, payment, onboard credit, amenity order, reporting, invoicing, and document-retention activities across multiple concurrent programs. Works cross-functionally with CMI leadership, Sales, Revenue Management, Finance, Reservations, shipboard teams, and other operational partners. No direct reports. Problem-solving: Researches and resolves routine booking, pricing, payment, onboard credit, order, and reconciliation discrepancies by reviewing source documentation and coordinating with the appropriate partners. Applies established procedures and sound judgment, maintains accurate records, and escalates exceptions, control concerns, or matters outside approved authority. Impact: Accurate and timely execution supports the financial integrity, operational readiness, and service quality of CMI programs. Errors or delays may affect guest arrangements, partner billing,