Reed & Mackay Internal

Role Description Due to the successful growth of our business, a full-time position has become available for a highly competent and experienced Healthcare Travel Planner, to work within the Healthcare Travel division. The Healthcare Travel division supports complex, compliance driven travel arrangements for Healthcare Professionals (HCPs), employee relocations and guest travel across global markets. The division ensures that all travel is delivered efficiently, accurately and in full alignment with industry regulations and internal governance requirements. This varied role requires a team player with excellent relationship, communication and commercial skills, who will develop industry leading relationships. The successful candidate will ideally have a proven track record in booking in healthcare travel logistics, driving income levels into the business at every opportunity as well as possessing strong attention to detail and organisational skills and be able to demonstrate value to both clients and suppliers. Qualifications - Fully competent in written and spoken English. - Desirable additional language skills in Spanish, German, Italian, and French. - Demonstrated experience managing travel for Healthcare Professionals (HCPs), with a strong understanding of industry compliance requirements. - Ability to correctly apply compliance rules to travel bookings, documentation, approvals and reporting. - Proven experience in the travel industry, ideally within corporate travel. - Strong GDS experience. - Excellent fare and ticketing knowledge, including Published, Nett & NDC fares. - Extensive hotel knowledge, including room types, rate categories, cancellation terms, and supplier negotiation. - Strong proficiency in Microsoft Office, particularly Excel and Outlook. - Ability to handle short lead and urgent requests within SLA. - Strong organisational and prioritisation skills, with the ability to manage changing demands effectively. - Proactive, solutions driven mindset with strong problem-solving skills. - Adaptable, collaborative, and able to work independently or as part of a team. Requirements - Manage end-to-end travel arrangements for Healthcare Professionals (HCPs) in strict alignment with industry regulations and internal compliance frameworks. - Follow established processes and standard operating procedures (SOPs). - Ensure all travel bookings, documentation and any expenses follow required transparency, approvals and audit trail processes. - Maintain up to date understanding of global and regional compliance requirements related to HCP engagement and event participation. - Flag potential compliance risks proactively and ensure corrective actions are taken before travel is confirmed. - Create individual and group (when required) reservations and accurately input data into internal software systems. - Provide proactive and consultative travel planning expertise to support objectives and maximise client value. - Negotiate competitive fares with airlines, hotels and ground suppliers, securing favourable rates. - Maintain strong client focus at all times, delivering exceptional service. - Understand client accounts, to immerse yourself in allocated client brand and culture through understanding of their marketplace and competitor landscape. - Excellent and strong multi-tasker who works well under pressure and can easily deal with short lead requests within SLA. - Attend client & internal meetings both virtual and face to face as and when required to do so. - Be continually aware of the departmental targets and client income. Increase income levels reduce cancellations at all times. - Achievement of pre agreed OKR’s. - Support management on tasks and projects. - Have regular 1:1 meetings with your Line Manager to progress of the objectives set. - Financial targets contributed to and achieved. Benefits - Pay Range: $70,000 — $75,000 USD. - The posted pay range represents the anticipated low and high end of the compensation for this position and is subject to change based on business need. - To determine a successful candidate’s starting pay, we carefully consider a variety of factors, including primary work location, an evaluation of the candidate’s skills and experience, market demands, and internal parity. - For roles with on-target-earnings (OTE), the pay range includes both base salary and target incentive compensation. - Target incentive compensation for some roles may include a ramping draw period. Compensation is higher for those who exceed targets. - Candidates may receive more information from the recruiter.

Role Description To provide the highest possible level of service to key clients in the legal industry and develop relationships across all areas of Reed & Mackay sharing best in class market knowledge of Events. To ensure maximum revenue generation in all areas of Reed & Mackay Events while always ensuring significant return on investment to the client. Key Responsibilities - Primary lead in organizing, planning, and executing group hotel accommodations of 10+ rooms, ground transportation and/or team activities. - Serve as the primary point of contact for all event-specific requirements, acting as the executive producer from concept to completion. - Source venues, manage vendor relationships, and negotiate contracts to secure high-quality event services. - Build and maintain strong client relationships through proactive communication, anticipating needs, and delivering exceptional customer service. - Manage attendee registration, hotel reservations, and post-event feedback to ensure a smooth participant experience. - Collaborate with cross-functional teams such as Event Technology, Business Travel, and Group Travel to produce complex meetings and events. - Understand and follow your client’s specific needs, processes, and policies. - Assist with enquiries of less than 10 rooms with the Client Events team. - Organize and execute logistics with precision to ensure seamless event delivery. - Establish and nurture positive relationships with clients, vendors, and internal teams, fostering a strong network of reliable partners. - Demonstrate strong negotiation skills to secure favorable terms with suppliers and vendors. - Think creatively and proactively to anticipate changes, troubleshoot challenges, and develop innovative solutions. - Coordinate and attend domestic and international site inspections as needed. - Conduct pre-event briefings and post-event wrap-ups with suppliers, clients, and facility providers. - Management of supplier partners and internal support areas to ensure quality and timely delivery. - Develop and manage event budgets, ensuring accuracy by auditing invoices, tracking expenses, and consistently communicating updates to clients. - Complete post-event reconciliation within established SLA timelines, collaborating with accounting to finalize billing and reviewing charges before client invoicing. - Evaluate program outcomes, assess impact, and identify areas for improvement to drive continuous enhancement of event quality and effectiveness. - Create and manage detailed timelines, budgets, and logistics plans for each event. - Participate in regular team meetings to stay informed on new product launches, industry updates, and internal initiatives. - Attend supplier events and provide Out of Hours support as necessary. - Continuously expand industry and platform knowledge to maintain excellence and innovation in event planning and client service. - Complete training and maintain proficiency in Navan/R&M Systems and related event management tools. - Maintain event calendars, track deadlines, and organize key documents and reports. - Provide administrative support to the events or co-leads, including scheduling meetings, preparing agendas, creating timelines, and taking minutes. - Prepare and process all reconciliation items, including invoices, purchase orders, credit card transactions, and reimbursements. - Maintain accurate databases (CRM, event management tools, etc.) and contact lists. - Coordinate event logistics to ensure seamless event execution. Qualifications - Current relative meeting/event management experience. - Strong project management skills and an ability to manage multiple concurrent projects in various stages. - A critical, independent thinker who can use available resources to troubleshoot issues and resolve customer inquiries. - An empathetic disposition with the ability to always maintain a professional and positive attitude. - Ability to multitask with a desire to resolve urgent matters as quickly and efficiently as possible while remaining calm under pressure. - Professional oral and written communication skills required. - Excellent knowledge of Microsoft Office products, project management tools, delegate management software, and venue find software. - Knowledge of the financial perspectives of the event and ability to navigate the process to a successful outcome. - Confident and eager to advance knowledge in Gmail, Cvent, Slack, and Salesforce as well as our internal M&E customer service platform. - Reliable and flexible with an openness to working part-time non-traditional shifts (early mornings, late evenings, and weekends). Requirements - Expected travel is 20% of the time for this position. Pay Range $70,000 — $90,000 USD

Role Description Reed & Mackay is looking for Corporate Travel Consultants to join its Operations Team. The main role of a Corporate Travel Consultant is to build relationships and understand the needs of our clients while delivering a ‘high-touch’ service that saves clients time and drives down their total cost of travel. We are seeking Corporate Travel Consultant across all time zones in the US. - Provide a dedicated, consistently high level of service to all travelers & travel bookers tailored to their individual requirements, with a desire to exceed client expectation at all times by going the extra mile. - Effectively manage your workload to meet all deadlines as required, internally or client driven. - Demonstrate an excellent understanding of various account processes and policies, and can adapt quickly to any necessary changes to these, as and when they arise. - Work directly with the client’s Global Travel Manager, for guidance on policy matters that require escalation. - Pre-trip approval knowledge will be an advantage. - Demonstrate proactive thinking and provide a consultative approach to all travel requests providing an end to end solution for all clients. - Advise proactively on relevant Passport and Visa requirements and procedures for all destinations. - Apply Quality Control procedures and processes at all times in line with ISO27001 (data security certification) and PCI compliance. - Recommend and procure ancillary products as required i.e. car rental, ferry, etc. - Good knowledge of high speed domestic and intercontinental rail options required. Qualifications - Must be fluent in English (excellent verbal and written language). - Experience and knowledge of pre-trip approval systems. - Manage your own tickets issuance for both Air and Eurostar. - Calculate your own reissues and changes in a timely manner, working in liaison with the Ticketing Department. - Exceptional telephone manner and good written skills. - Demonstrate ability to make effective use of resources available to complete tasks to agreed deadlines. - Has achieved a continuous record of experience in a core business travel environment. - Minimum qualification level to Fares & Ticketing VAII (formally BA2). - Fully conversant with one or all GDS systems; Sabre, Galileo, Amadeus. - Good knowledge of US Domestic and European rail provider frameworks and reservation systems. - Comprehensive knowledge of the travel industry and products in the market including different aircraft types and cabins. - Knowledge of Low-Cost Carriers in the market and their different products available. - Experience of mixed mode booking tools, and how to support both offline/online bookings. - Have a ‘team player’ approach to an office environment. - Experience in using MS Word and Excel software packages. - Excellent interpersonal skills and good attention to detail. - Ability to work well in a highly pressurized environment, and ability to adapt quickly to increases in travel request volumes. - Flexible approach to working environment and willingness to work on at different office locations. - Ability to build a good rapport with all clients. Benefits - Comprehensive benefits program designed to support your well-being, financial security, and life outside of work. - Healthcare coverage, insurance offerings, and wellness resources for you and your family. - Long-term financial growth through retirement savings programs and opportunities to participate in equity plans. - Paid time off, country-specific holidays, and paid parental leave for all new parents. - Mental health resources and exclusive travel-related perks. - Benefits evolve with you, wherever you’re based. Pay Range $29.05 — $37.97 USD