FULL-SHIP CHARTER, CORPORATE & INCENTIVE GROUP COORDINATION

Four Squared Solutions is seeking a M.I.C.E. and Charter professional for a full time opportunity located in South Florida
The Charter & M.I.C.E. Specialist plays a key role in the planning, coordination, and execution of full-ship charters, corporate meetings, and incentive group programs. This position is responsible for managing a high volume of transactions and logistical components, acting as the primary liaison between the client (planner), internal operations teams, and vessel staff.
Once a charter or group program is sold and contracted, the Specialist assumes ownership of all program-related activities. This includes but is not limited to managing stateroom inventory and assignments, coordinating ad-hoc air and hotel arrangements, overseeing onboard event logistics, and ensuring the timely processing of manifests and payments. The Specialist is also responsible for financial reconciliation and has the opportunity to upsell additional services where appropriate.
Travel may be required to accompany and support specific charter programs, acting as the main point of contact between the client and the vessel to ensure a seamless execution.

PREFERRED QUALIFICATIONS

• Bachelors degree (BA) from a four-year college or university, or an equivalent combination of education and relevant experience.
• 25+ years of experience in charter coordination, group travel, cruise operations, or event planningexcluding experience from 2020.
• Proven ability to analyze and resolve operational challenges in a timely and efficient manner.
• Previous experience managing full-ship charters and group bookings strongly preferred.
• Familiarity with financial reconciliation, travel logistics, and hospitality operations.
• Strong organizational, communication, and multi-tasking skills required.

• Serve as the primary point of contact for all sold full-ship charters and corporate/incentive group programs.
• Manage all aspects of program planning post-contract, including stateroom allocation, guest assignments, transportation, hotel packages, and onboard event needs.
• Liaise between the client, internal operations teams, and vessels to ensure smooth communication and execution of program requirements.
• Coordinate and confirm all logistical requests, including researching associated costs and ensuring alignment with operational procedures and vessel capabilities.
• Process and manage all relevant guest information, including manifests, travel requests, payments, and account reconciliations.
• Ensure all departments are informed of charge account numbers and special requests, guaranteeing proper billing and execution of services.
• Travel with assigned groups when needed to oversee the guest experience, assist during embarkation, and support all onboard functions as the client liaison.
• Maintain accurate documentation of all group and charter requests in a centralized system for reference and internal coordination.
• Responsible for post-program financial reconciliation, including cross-referencing payments, issuing refunds as necessary, and ensuring billing accuracy.
• Understand and assist with the charter payment schedule, including the letter of credit step-down process and follow-up on outstanding balances.
• Support opportunities for revenue growth by identifying and offering appropriate up-sell options throughout the planning process.
• Perform other duties as assigned.