From £17,000 to £20,000 per year
- Job term
- Job hours
Travel Ops Coordinator - Tours / Excursions / Challenges for Charities (9 Month Maternity Contract)
£17,000 - £20,000
What we do:
We are a tour operator specialising in the organisation of worldwide cycle, trek and horse riding challenges for over 200 UK charities. We currently have a vacancy to join our team. If you are enthusiastic, confident, self-motivated, can multi-task and work accurately under pressure we would like to hear from you.
The Travel Ops Coordinator Role:
The role of the Travel Coordinator is to deliver a high level of administration and customer service on 30 or more overseas charity challenge events per year.
// Assisting Project Manager with Travel Operations for Charity Challenge Events
> Work closely with 30+ charities, build relationship with the charity contacts. Check group numbers for planning purposes. Receive passenger details when the final numbers are confirmed. Input onto Microsoft Excel database for dissemination to flight agent / airlines and ground handler (see below).
> Establish contact with flight agents / airlines. Liaise on a regular basis regarding the sales position of each group, flight times, passenger lists and airport procedure on day of departure etc. Arrange payment and collection of flight tickets and airport representation.
> Communicate regularly with ground handlers (local agent) in the countries where we operate. Ensure they have up-to-date and accurate information about each group.
> Process medical forms for each participant.
> Provide ad hoc country information to the charity e.g. visa requirements, travel insurance documentation.
> Prepare insurance application forms to each charity and keep charity updated with participants who have taken out Classic Tours insurance, process payments using Streamline. Deal with insurance enquiries.
> Prepare invoices using SAGE software at key stages in the lead up to the event e.g. flight deposits, final balance invoice, reconciliation invoice after the event.
> Answer queries from participants regarding the events.
> Assist the charity in organising Information Days for registered and prospective participants by providing a speaker and preparing an event talk on PowerPoint.
> Co-ordinate arrangements for participants who request to extend their stay after the event if required.
> Coordinate training weekends.
> General administration.
> Provide excellent levels of customer service at all times
> Carry out all Tour Operations duties in the 8 weeks leading up to each challenge including:
- Liaising with charities, flight agents, airlines, local ground handlers, Tour Managers, doctors, insurance company etc. in order to ensure all parties have accurate information prior to departure.
- Inputting participant information using Microsoft Word and Excel databases.
- Invoicing on SAGE (training will be given).
- Collate event information for Tour Managers and produce a Tour Manager Pack. This includes passenger lists, manifests, rooming, flight and hotel details.
- Analysing participant evaluation forms and providing a report.
// Travel Ops Coordinator Person Specification
> Self motivated, friendly, confident individual with mature outlook.
> Possess excellent organisational skills.
> Possess excellent written and verbal communication skills; a positive telephone manner is essential.
> Strong administration skills in an office based environment.
> Ability to focus and prioritise, to work efficiently in a high pressured environment, work to deadlines and have good attention to detail.
> Computer literate and possess excellent knowledge of Microsoft Word, Excel and Powerpoint and have experience of spreadsheets using macro.
> Ability to multi-task and work as part of a team as well as on own initiative.
> Office based experience in the travel industry preferred but not essential.
9am - 5pm, Monday – Friday.
Some evening and weekend work from time to time.
The Travel Ops Coordinator role is being managed by agency innovator RecruitmentRevolution.com. By applying for this role you give express consent for us to process & submit (subject to required skills) your application to our client in conjunction with this vacancy only.