Operations Coordinator

hace 3 meses

Merida, México WorldStrides A tiempo completo

Job Description

Role Overview: Operations Coordinator

Your objective as a Tour Coordinator is to facilitate logistics for World Strides group tours by initiating and maintaining group reservations as well as creating all necessary client travel documentation. You will update and maintain all supplier information, while acting as a liaison between suppliers and our company. This role is vital in helping the company strengthen internal and supplier relationships. Candidates should be enthusiastic, flexible and possess a strong attention to detail. The Tour Coordinator works within a regional operations team and reports directly to the Operations Manager - Product Delivery.

Location

Merida

What’s In it For You

Opportunity to generate new business opportunities to fuel personal growth within WorldStrides

Key Responsibilities:

Hotel Maintain preferred hotel suppliers and investigate new productEntry hotel block into Trip Inventory as directedEnsure hotel rates and other information is updated and maintained in MaslowResponsible to support in researching hotel rates and availability for destinations in which block is not heldSupport with hotel deposit payments, final invoices as per contracted terms.Provide support to Accounting to reconcile outstanding hotel invoicesResponsible to book and enter driver room confirmations in MaslowManage rooming list project by working closely with the Sales Coordinators to complete and send to hotels 40 days prior to trip departureConfirm any rooming changes or additions to the hotel prior to groups’ arrivalAssist Tour Director Supervisor with hotel on-road issues, TD rooming changes or follow-up Support resolution of client issues with hotel suppliers when difficulties are encountered Suppliers Initiate reservations for meals, attractions, destination personnel, etc. as requiredMaintain, update and revise group reservations as requiredMaintain electronic tour files in an organized fashionMaintain/update reservation status in customized operating systemMaintain strong supplier relationsNegotiate company beneficial ratesCreate payment requisitions and apply payments as required according to specific supplier payment policiesEnsure payments are completed accurately and promptlyResearch destination and supplier information as requiredAddress service issues when requiredCompile, update and maintain accurate supplier information and rates

Itineraries

Review and adjust files completed by Sales Department to verify costs, itinerary inclusions/flow, and drivers’ hoursEvaluate and adjust itinerary timing throughout the reservation processExecute client requested itinerary changesFinalize and re-confirm itinerary reservationsPrepare sign off itinerariesPrepare final travel packages for the Tour Leader and Client for each tourTrack progress of tour cycle in operating system

Communication

Maintain strong & efficient communication with Sales, Operations, and Accounting teams

Brightspark Emergency Phone Coverage (rotating coverage amongst Operations Staff)

Your responsible to provide coverage of the 24 hour emergency phone for all Brightspark groups on the road throughout the yearWhen assigned trips are on the road, you are responsible to carry the ER phone at all timesYou will be responsible to make decisions on behalf of Brightspark, based on the needs of the client and the company during the off hours of our regular business day Other Duties as Assigned

Minimum Qualifications

University Degree or College Diploma Proficient with Microsoft Office Suite Exceptional attention to detail Service oriented Possess a strong work ethic Strong investigative and problem-solving abilities A high degree of flexibility is required to adapt to a wide variety of tasks Able to work well under pressure Advanced time management and organizational skills Excellent communication skills both written and verbal

Preferred Qualifications

Knowledge of Travel Industry Experience within a travel agency, educational institution, or related industry/environment Bilingual in French would be an asset

As an Equal Opportunity Employer, WorldStrides is committed to building a diverse workforce supported by an environment that promotes inclusion and belonging. 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 federal, provincial, or local laws.

Requirements

Minimum Qualifications

University Degree or College Diploma

Proficient with Microsoft Office Suite

Exceptional attention to detail

Service oriented

Possess a strong work ethic

Strong investigative and problem-solving abilities

A high degree of flexibility is required to adapt to a wide variety of tasks

Able to work well under pressure

Advanced time management and organizational skills

Excellent communication skills both written and verbal

Preferred Qualifications

Knowledge of Travel Industry

Experience within a travel agency, educational institution, or related industry/environment

Bilingual in French would be an asset

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