Travel Event Coordinator

Now Hiring: Share the Sail — Trip Coordinator

Location: In person (with extensive travel required - 1/2 International trips per year)

Job Type: Full-Time

About the Role

Share the Sail is looking for a highly organized, self-motivated Trip Coordinator to own the full lifecycle of our destination sailing trips — from the moment a new destination is approved to the final thank-you note after guests return home. This is a hands-on, multi-hat role for someone who thrives on checklists, loves talking to people, and can move comfortably between marketing systems, CRM automation, guest care, and on-the-ground trip logistics.

If you love sailing, travel, community-building, and making complex projects run like clockwork, we want to hear from you.

What You'll Do

Trip Planning & Setup

Confirm destination details, dates, charter partners, boat/cabin capacity, pricing, and deposit structure with leadershipSet trip goals around boats sold, timeline, and budgetMarketing & Funnel Management

Duplicate and customize our sales funnel for each new destination (homepage, itinerary, activities, pricing/booking, and webinar pages)Create destination-specific branding, logos, hero images, and videosUpdate site navigation and "Upcoming Trips" listingsSchedule and support webinars, including registration pages, slide decks, and replay hostingCRM & Automation

Duplicate and customize drip email campaigns and sales pipelines in GoHighLevel for each destinationBuild and maintain tagging, lead workflows, and Facebook Lead Form integrationsTest and QA all lead flows end-to-endForms, Booking & Payments

Build and embed destination-specific inquiry and booking formsSet up deposit/payment products and confirm payment flows work correctlyMaintain confirmation page copy and messagingGuest Onboarding & Community

Build automated workflows for paid guests (portal access, confirmations, notifications)Set up and moderate destination-specific community spaces and channelsWelcome new guests and coordinate early trip communicationsLead & Guest Communication

Respond to inquiries within 24 hoursHost guest calls, webinars, and meet-the-guest hangoutsTrack hot leads and follow up persistentlyHelp guests navigate flights, hotels, and general trip questionsDocumentation & Guest Tracking

Track guest documentation (passports, dive cards, forms) and follow up on missing itemsOrganize Google Drive trip folders by guest/cabinMaintain up-to-date guest and payment tracking sheetsTrip Logistics

Coordinate with charter companies and manage boat reservations/assignmentsBook welcome parties, group dinners, and beach club venuesArrange transportation, arrival gifts, and excursionsPresent excursion options to guests and track interestPre-Departure & On-Site Execution

Confirm all payments, documents, and logistics are finalized before departureSupport guests on arrival and throughout the tripTroubleshoot on-site issues and coordinate with vendors in real timePost-Trip Wrap-Up

Collect and upload guest testimonials and photosSend thank-you communicationsDocument lessons learned to improve future tripsWhat We're Looking For

Proven experience in project coordination, event planning, or trip/travel logisticsComfortable working across marketing tools, CRMs (GoHighLevel experience a plus), and community platformsExcellent written and verbal communication skills — you'll be the face of Share the Sail for many guestsDetail-oriented with strong follow-through on multi-step processesAbility to juggle multiple destinations/trips at once without dropping the ballComfortable with basic content creation (photos, video, simple graphics) or willing to coordinate with a designerFlexible schedule to support webinars, guest calls, and live trip support (including some evenings/weekends around trip dates)A love of sailing, travel, or the boating lifestyle is a big plusOn-Site Travel Requirement

This role requires travel to every Share the Sail destination trip. On-site, you will serve as the primary customer service liaison for guests — the go-to person for questions, issues, and last-minute needs from arrival through departure. You'll work closely with charter companies and vendors to keep things running smoothly, troubleshoot in real time, and make sure every guest feels taken care of throughout the trip. Reliable availability to travel for the full duration of each event is a required part of this position.

Why Join Share the Sail

You'll be part of a small, passionate team building unforgettable group sailing adventures — combining marketing, hospitality, and travel logistics into one meaningful role. No two days look the same, and you'll see the direct impact of your work in the smiles of guests stepping off the boat at the end of the trip.

Pay: $20.00 - $25.00 per hour

Experience:

Events management: 1 year (Preferred)Location:

Toledo, OH 43617 (Required)Ability to Commute:

Toledo, OH 43617 (Required)Willingness to travel:

25% (Required)Work Location: In person