Logistics Operations Specialist
hace 2 meses
Job Description
Role Overview: Operations Coordinator
As an Operations Coordinator, your primary goal is to streamline logistics for group tours organized by WorldStrides. This involves initiating and managing group bookings while ensuring all necessary travel documentation for clients is accurately prepared. You will be responsible for updating and maintaining supplier information, acting as a crucial link between our company and its partners. This position plays a significant role in enhancing both internal and external relationships. Ideal candidates should demonstrate enthusiasm, adaptability, and meticulous attention to detail. The Operations Coordinator will collaborate within a regional operations team and report directly to the Operations Manager - Product Delivery.
Location
Merida
Benefits:
Opportunity to cultivate new business avenues for personal advancement within WorldStridesKey Responsibilities:
Hotel Management Oversee preferred hotel suppliers and explore new options. Input hotel blocks into the Trip Inventory as directed. Ensure hotel rates and information are current in our systems. Assist in researching hotel rates and availability for destinations without existing blocks. Support hotel deposit payments and final invoices according to contractual agreements. Collaborate with Accounting to reconcile outstanding hotel invoices. Confirm driver room bookings in our system. Manage rooming list projects by coordinating with Sales Coordinators to finalize and send to hotels 40 days before departure. Address any rooming changes or additions prior to group arrivals. Assist the Tour Director Supervisor with hotel-related issues and follow up on rooming changes. Facilitate the resolution of client concerns with hotel suppliers when necessary. Supplier Relations Initiate bookings for meals, attractions, and destination personnel as needed. Maintain and update group reservations. Organize electronic tour files efficiently. Keep reservation statuses updated in our customized operating system. Foster strong relationships with suppliers. Negotiate favorable rates for the company. Create payment requisitions and ensure payments are processed according to supplier policies. Conduct research on destination and supplier information as needed. Address service issues as they arise. Compile and maintain accurate supplier information and rates.Itinerary Management
Review and adjust files completed by the Sales Department to verify costs, itinerary details, and driver hours. Evaluate and modify itinerary timing throughout the reservation process. Implement client-requested itinerary changes. Finalize and reconfirm all itinerary reservations. Prepare sign-off itineraries. Assemble final travel packages for the Tour Leader and Client for each tour. Monitor the progress of the tour cycle in the operating system.Communication
Maintain effective communication with Sales, Operations, and Accounting teams.Emergency Phone Coverage
Provide coverage for the 24-hour emergency phone for all groups on the road throughout the year. When assigned to trips, carry the emergency phone at all times. Make decisions on behalf of the company based on client and company needs during off-hours. Additional Duties as AssignedMinimum Qualifications
University Degree or College Diploma Proficient in Microsoft Office Suite Exceptional attention to detail Service-oriented mindset Strong work ethic Excellent investigative and problem-solving skills High degree of flexibility to adapt to various tasks Ability to work effectively under pressure Advanced time management and organizational skills Excellent written and verbal communication skillsPreferred Qualifications
Knowledge of the Travel Industry Experience in a travel agency, educational institution, or related field Bilingual in French is a plusWorldStrides is an Equal Opportunity Employer committed to fostering a diverse workforce and an inclusive environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable laws.
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