Event and Transportation Manager, Travel DMC

The Event and Transportation Manager is a seasoned event professional within the Event Management department, responsible for overseeing transportation logistics and event operations across all destinations. This position will support the team to ensure successful program execution, establish and maintain vendor relationships, oversee labor resources, and provide mentoring and guidance to junior team members. In addition, this role collaborates with Event Management and Project Management team members across offices and plays a key role in maintaining the quality and consistency of transportation services for all programs. This individual works both independently and collaboratively, demonstrating strong organizational skills, initiative, and a solutions-oriented mindset. The ideal candidate brings non-hotel supplier operational experience, with a preference for those who have transportation and travel coordination expertise and a broad background in various event types. This role requires building strong client relationships to help finalize logistical program elements while ensuring exceptional service delivery.

GENERAL DUTIES AND RESPONSIBILITIES

To support the vision, mission and guiding principles of the Company.

While performing any procedure, all associates must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required.

Attend and participate in training opportunities and seminars relevant to this position.

Adhere to appropriate company operating procedures, benefit rules, employment, and safety policies/practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Event Planning & Execution

Collaborate, Design and Execute effective transportation plans/proposals, and efficient solutions of people movement as required, meeting high client satisfaction and company profit.
Lead all phases of event management, including planning, budgeting, logistics, and on-site execution for assigned programs.
Serve as the primary point of contact for clients throughout the planning process and maintain an open line of communication with client during program dates and when client is in destination.
Ensure program details meet client expectations while adhering to budgets, timelines, and company standards, following the process flow.
Conduct and participate in site inspections and walkthroughs.
Manage the production of all program materials including manifests, run-of-show documents, schedules, and vendor confirmations.
Represent company at hotel pre-conference meetings with Account Executive/Event Manager where applicable and be onsite for all transportation services provided including arrivals and departures, activities, etc.
Manage manifests for assigned programs including arrivals & departures, shuttles, and other transportation programming.
Proactively assess staffing needs with Event Manager and Staffing Coordinator as determined by service hours and peak call periods.
Review contracts and pricing and adjust as necessary to affect company established profitability.
Review all vendor invoices and contracts for accuracy, sign, return, and process vendor payments.
Ensure programs meet profitability targets by tracking costs, managing the P&L, and maintaining or growing profit margin from initial contract.
Overseeing billing in collaboration with the Program Financial Managers.

Client Relations

Communicate directly with clients in conjunction with Account Executive, Strategic Accounts (if applicable) and Event Manager on larger programs for transportation and staffing needs.
Operate internal and external programs as assigned by SDOE.
Take active participation in site visits with Sales team and clients where Transportation is large scope of program offering operational expertise.
Build and maintain strong client relationships through clear communication, professionalism, and thoughtful problem-solving.
Support the client experience from proposal through post-event follow-up, ensuring satisfaction and repeat business.
Identify and sell to client, potential upsell opportunities, increasing profit margin and providing added value as destination expert throughout program planning and execution.
Manage client manifests on-site or remotely through passengers’ departure as appropriate.
Monitor and manipulate data for travel time, day of the week, airport, etc. in Microsoft Excel.
Adapt to and work within different time zones to assist local teams and clients.

Team & Department Collaboration

Follow and adhere to the company’s PATH/process flow.
Collaborate with Sales, Design, and vendors on programs with heavy transportation components, logistically complex proposals and programs, and ensure successful and cohesive program delivery.
Communicate to local leadership and team of event and operational success and advise on best practices.
Communicate with strategic team leads, if applicable, key program planning milestones.
Adapt to each destinations’ slight differences in program preparation.
Support departmental goals through cross-functional communication and alignment.
Participate in weekly operations meetings, large/complex turnover meetings and other internal planning sessions.
Work with Event Coordinators and Staffing Coordinators to manage field staff assignments.
Maintain teamwork and collaboration parameters by working from the areas’ physical office location three times a week.
Be active advisor for program development and execution for non-office destinations, willing to assist across destinations and/or travel to help operate and support and prepared to travel across the U.S. for site inspections, program executions, and trainings as required.

Mentorship & Leadership

Support training efforts by sharing transportation & staffing best practices and process knowledge.
Foster a respectful and supportive team environment that reflects the company’s values.
Self-educate or partake in training opportunities.
Participate and assist with FAMs and hotel partner team outings.

Vendor & Logistics Management

Manage vendor partners, negotiate contracts, and ensure quality of services provided while maintaining company established profitability.
Develop nationwide vendor relationships; establish special pricing; maintain vendor management records annually.
Manage Transportation vendors with Event Coordinator including collecting, maintaining, and filing of COI, W9 and other documents.
Maintain up-to-date knowledge of local venues, transportation options, and other key program resources.
Develop and maintain communications in a cooperative and professional manner with all levels of staff, vendors, industry partners and clients.
Conduct post-event debriefs and provide feedback on vendor performance.

QUALITY OF WORK RESPONSIBILITIES

Each employee at Cohera is expected to carry out all Quality of Work Responsibilities: to work as a productive team member, take initiative, act creatively, operate flexibly, and do everything with honesty, integrity, and with a focus on client satisfaction.
Work well in a fast-paced team environment, be willing to help others, work overtime when required, and deliver quality service to our clients.
Act in a self-starting way, make good independent decisions, and take steps to complete work within time parameters.
Generate new and innovative ways to improve Cohera products and services.
Recognize essential elements of a challenge and develop creative solutions.
Respond quickly to changing circumstances, anticipate new developments where possible, and be receptive to new ideas and methods.
Act in a forthright way.
Give and accept feedback constructively.
Recognize and consider the client’s expectations and needs, be willing to “do what it takes” to fulfill those expectations.
Any other duties as assigned.

JOB SCOPE
This job has recurring work situations involving moderate degrees of discretion. The need for accuracy and effective utilization of accepted policies and procedures is high. Errors in judgment and execution will waste time and resources, adversely impacting unit performance. Employees operate independently but work is verified by supervision.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

Minimum of ten years of experience in hospitality, preferably within a DMC or similar high-volume transportation management environment.
Demonstrated success in managing multi-component events, including citywide shuttle transportation, airport arrivals & departures, tours and activities.
Proven experience in handling client-facing roles and managing complex event budgets.
Ability to travel and work evenings/weekends as required by program schedules.
Time Commitment: full time; travel will be included; long days and some weekends are expected.
Professional designations are preferred: CMP, DMCP, CSEP, etc.

Knowledge, Skills and Abilities

Strong organizational and time management skills; able to prioritize multiple projects.
Excellent verbal and written communication skills, with a typing speed of at least 50 words per minute; well organized and able to multi-task.
Experience with complex and multi component event operations, including outdoor functions.
High attention to detail and commitment to quality.
Possess extensive knowledge about event execution, logistics and transportation management.
Strong problem-solving and decision-making skills under pressure.
Collaborative team player with strong interpersonal skills and the ability to work independently when needed.
Strong spatial awareness and event layout planning skills to ensure optimal event flow and guest experience.
Knowledge of event safety protocols and on-site execution logistics.
Deep understanding of local market offerings and industry trends.

Equipment and Applications

Technologically proficient, with experience in Microsoft Office Suite (Word, Excel, PowerPoint) and event software platforms (e.g., Salesforce, ECS, SharePoint, Room Diagram tools).
Computer, phone, copiers, smart phones, and other standard office equipment.

JOB CONDITIONS
The specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually low. The physical demands described below are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the associate is:

Frequently required to perform administrative and professional work using writing tools and electronic media.
Required to be ambulatory to move around freely between buildings and between levels within buildings.
Occasionally lift and/or move up to 30 pounds.
Occasionally exposed to fumes or airborne particles and toxic or caustic chemicals associated with office work.

DISCLAIMER
This job description outlines the primary duties and responsibilities of the role as it currently exists. It is not intended to be a complete list of all tasks that may be assigned. From time to time, you may be asked to take on additional duties to support business needs and participation in such tasks will be discussed and agreed upon as appropriate.