Job DescriptionThe Coordinator will provide timely operational information and serve as a liaison for Operations to be linked with internal customers such as: Sales, Account Management, Customer Service.
The Coordinator will: Efficiently coordinate the fulfillment of tour requests and effectively manage the flow of information to suppliers – book meals, activities and performance opportunities as required per each itinerary.Maintain strong, positive relationships with suppliers through consistent and meaningful contact in addition to internal customers.
Procure and/or reserve operational itinerary and performance components for groups within the limits of the acceptable budgets, with the goal of providing an exceptional travel experience.
Maintain strong relationships with supplier contacts through positive and professional phone conversations and emails.Lead by example within the Operations Department through effective communication and assisting/mentoring other team members as needed.
Standard Responsibilities: Process and confirm requests accurately and on a timely basis.Review revision reports as required to support up-to-date requests made by Account Managers (, estimated counts, late sales, wait lists).Update and maintain correct information at all times.Reconcile and process all invoices with finance.Maintain familiarity with destinations, properties, performance venues, attractions and sites, so as to serve as an effective resource for Account Managers and other staff.Maintain timely and meaningful communication with all functions within Account Management.Maintain timely and meaningful communication with suppliers.Maintain effective communication with direct manager.Review feasibility of operational components within touring itineraries, and assign travel services.Proactively support the research of new suppliers / partnerships / sites, attractions and performance venues.When applicable, maintain/update system database and shared reference guides.Support timely input to required reporting, measurement tracking tools.Attend and contribute to department meetings.Proactively seek opportunities to strengthen relationships with Account Managers and suppliers through effective communication and a desire to provide exceptional customer service.Work closely with other staff members for efficiency opportunities and provide support on other projects and tasks as requested.Act as a resource for Account Managers and maintain clear communication with all Customer Service staff.Maintain knowledge of company policies and procedures.Support company policies and management decisions with a sense of urgency and professionalism.Maintain a good working knowledge of all responsibilities within the department.Write/document self-evaluations, and deliver self-performance appraisal to department Director on a quarterly basis – while also ensuring these are reviewed during regular 1:1 meetings.Seek out and participate in internal and external programs that facilitate personal and professional growth.Identify and discuss professional growth goals with department Director.Attend and contribute to Department meetings.Where, and when applicable, support cross-functional operational work.Requirements High school degree or equivalent.
Two-year college degree preferred.
Strong English communication skillsA keen appreciation of a high level of customer service balanced with business considerations.Dependable, hardworking, well organized, strong interpersonal, time and organization skills, detail oriented, with excellent ability to follow instructions.
Must have excellent verbal and written communication skills including group presentation skills and the ability to diplomatically handle cross-functional communications.
A strong ability to manage multiple tasks simultaneously and strong negotiating skills.
Demonstrated ability to effectively manage large amounts of information.
Must have analytical solution-oriented business skills.
Computer skills, ability to type, process paperwork and work in an office environment under deadline pressure.
Willingness to work and re-work space to achieve the best possible fare/schedule combination.
Must be able/available to travel out of town periodically.
