TRAVEL COORDINATOR

POSITION:  Travel Coordinator

DEPARTMENT:  Travel & Transportation

HIRE DATES:  August 1 -November 21

REPORTS TO:  Executive Director, Creative Director

WORKS DIRECTLY WITH:  Creative Director, Senior Film Programmer, Transportation Coordinator, Office Manager, Operation Manager

COMPENSATION: $2,000 contract (Total)

MISSION/ENVIRONMENT:

The Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film and television to tell a story.

While working for this critically recognized organization, applicants are expected to be able to work efficiently and professionally in a fast paced, team-oriented production environment.  In such an environment, the ability to work well under pressure, excellent communication skills and intense organizational skills are a must.

OVERALL JOB DESCRIPTION:  Book and track travel (flight, hotel, and transportation) for guests such as panelists, awardees, actors and filmmakers while maintaining a budget and acting as point of contact for all airline bookings.  Travel Coordinator will also be in direct contact with the Office Manager to incorporate hotel accommodations into travel plans, and with the Transportation Coordinator to incorporate ground transportation accommodations into travel plans.

DUTIES & RESPONSIBILITIES:

The responsibilities of the Travel Coordinator include but are not limited to:

• Working with the Creative Director and the Film Department to book flights for select awardees, filmmakers, and panelists.
• Working with the Creative Director and the Film Department to create itineraries for awardees, filmmakers, and panelists
• Working with the Office Manager to coordinate hotel accommodations, adhering to hotel attrition, budgets, etc.
• Adhering to a strict, pre-determined budget, and communicating status of budget throughout the festival to the Executive Director
• Communicating with guests about hotel and travel information, and inputting that information into detailed itineraries with the Creative Director and Film Department
• Booking car service for select awardees, filmmakers, and panelists in home cities
• Working with the Transportation Coordinator to coordinate drop offs and pick ups at the airport, hotels and other festival venues, as well as providing necessary information regarding hotel stay
• Working with the Transportation Coordinator to coordinate Red Carpet Transportation, and ensure talent arrives on time
• Acting as point of contact for agents or managers when dealing with talent and keeping all acquired information organized and confidential
• Acting as point of contact for AFF handlers, who are assigned to awardees, filmmakers, and panelists.
• Immediately notifying all parties about flight and hotel cancellations or changes
• Creating Weekly Status Reports & attending weekly Staff Meetings
• Adhering to and completing a predetermined timeline
• Providing exemplary customer service
• Providing wrap up and completion materials, including detailed budget breakdown
• Commitment to the AFF Mission Statement

QUALIFICATIONS:

• Ability to manage and adhere to strict budget
• Ability to prioritize and delegate in high stress situations
• Must be able to lift at least 20 lbs.
• Excellent problem solving skills & patience
• Experience working with and communicating with a team
• Excellent interpersonal skills
• Strong analytical and problem-solving skills
• Extensive customer service experience

HOW TO CONTACT US:

Send your resume and references to:

Austin Film Festival

c/o Office Manager

1801 Salina

Austin, TX 78702

or

E-mail your resume and references to resume@austinfilmfestival.com including the position title in the Subject line.

**All submissions must include references.**