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, payment status, reporting accuracy, and program closeout; therefore, close attention to detail and proactive follow-up are essential.

• Leadership: No direct reports. Demonstrates ownership of assigned activities, coordinates across multiple stakeholders, communicates status and risks clearly, and contributes to consistent team processes and service standards.

For all roles:

• Knowledge: Understanding of workplace policies and procedures / Familiarity with team collaboration tools and techniques.

• Skills: Strong time management and organizational skills

• Abilities: Ability to maintain reliable and consistent attendance / Capacity to be punctual and meet deadlines / Ability to collaborate effectively with colleagues and work as part of a team / Demonstrated professionalism in all interactions and tasks.

Essential/Minimum qualifications:

• High School GED and 2+ years demonstrated experience in similar role or responsibilities

Essential experience required:

• Candidate should have experience in program coordination, sales administration, hospitality, events, or a related business environment. Experience managing bookings, payments, reporting, invoicing, and program documentation, while coordinating with cross-functional teams to deliver projects in a timely manner. Proficiency with business systems, Microsoft Office applications, and maintaining detailed records in a fast paced, deadline driven environment is required.

Travel: No or very little travel likely

Work Conditions: Work primarily in a climate-controlled environment with minimal safety/health hazard potential.

Physical Demands. Must be able to remain in a stationary position at a desk and/or computer for extended periods of time.

This position is classified as “in-office.” As an in-office role, it requires employees to work from a designated Carnival office in South Florida Monday through Thursday each week. Employees may work from their homes on Fridays. Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area.

Offers to selected candidates will be made on a fair and equitable basis, taking into account specific job-related skills and experience.

At Carnival, your total rewards package is much more than your base salary. All non-sales roles participate in an annual cash bonus program, while sales roles have an incentive plan. Director and above roles may also be eligible to participate in Carnival’s discretionary equity incentive plan.Plus, Carnival provides comprehensive and innovative benefits to meet your needs, including:

• Health Benefits:
  • Cost-effective medical, dental and vision plans
  • Employee Assistance Program and other mental health resources
  • Additional programs include company paid term life insurance and disability coverage
• Financial Benefits:
  • 401(k) plan that includes a company match
  • Employee Stock Purchase plan
• Paid Time Off
  • Holidays – All full-time and part-time with benefits employees receive days off for 8 company-wide holidays, plus 2 additional floating holidays to be taken at the employee’s discretion.
  • Vacation Time – All full-time employees at the manager and below level start with 14 days/year; director and above level start with 19 days/year. Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 84 hours/year. All employees gain additional vacation time with further tenure.
  • Sick Time – All full-time employees receive 80 hours of sick time each year. Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 60 hours each year.
• Other Benefits
  • Complementary stand-by cruises, employee discounts on confirmed cruises, plus special rates for family and friends
  • Personal and professional learning and development resources including tuition reimbursement
  • On-site Fitness center at our Miami campus

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