Events & Travel Coordinator - Tours & Challenges for Charities

Events & Travel Coordinator - Tours / Excursions / Challenges for Charities
Rickmansworth, Herts
£21,000

Who we are:

We have been leading the way in charity challenges since we originated the concept in 1992. Since then more than £100 million has been raised for hundreds of charities. 65,000 people have cycled, trekked, run, climbed mountains and ridden horses to all corners of the globe while taking part in one of our charity challenge events.

The Events & Travel Coordinator Opportunity:

The role of the Events & Travel Coordinator is to deliver a high level of administration and customer service on UK and overseas charity challenge events. Events will be a combination of bespoke challenges and Open Challenge (mixed client) challenges.

Specific Responsibilities:

// Assisting Project Manager with Travel Operations for Charity and Corporate Challenge Events this includes the Open Challenge Programme.
+ Work closely with multiple charity and corporate clients, building relationships. Check group numbers for planning purposes. Attend meetings with the Project Manager as and when required. 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, local ground handlers, Tour Managers, doctors, insurance company etc. in order to ensure all parties have accurate information prior to departure.
- Receiving passenger details when the final numbers are confirmed. Input onto Microsoft Excel database and Word for dissemination to flight agent / airlines and ground handler.
- Processing medical forms. Analyse medical details (training to be given).
- Prepare invoices where necessary, take and track payments from participants and log information on the payment spreadsheet.
- Collate event information for Tour Managers and produce a Tour Manager Pack. This includes passenger lists, manifests, rooming, flight and hotel details.
- Produce a pack (airport / registration) for each participant including cycling / trekking labels, luggage labels, contact cards etc.
- Email a Survey Monkey after each event and provide analysis to the BDM Manager.

+ Establish contact with flight agent and liaise on a regular basis regarding flight times, passenger lists and airport procedure on day of departure etc.
+ Communicate regularly with main ground handler to ensure they have up-to-date and accurate information about each group.
+ Regular contact with charity / corporate contacts to maintain excellent communication and customer service by providing country information e.g. visa requirements, travel insurance documentation.
+ To create mailings for participants and keep in regular contact by answering queries regarding the events. In order to provide excellent customer service and repeat business.
+ General administration including chasing participants for details on behalf of the corporate / charity and processing ad hoc payments via credit card/debit card and bank transfers / Paypal.
+ Assist with sourcing accommodation, vehicles and potential venues.
+ Upload events onto the Classic Challenge website, to include appropriate images, and copy from company archive.
+ Upload events onto Active Network (booking platform) to include all information for the challenge.
+ Check Classic Challenge website that all challenges are listed and check charity websites to make sure challenges are being promoted (assist with maintaining the Open Challenge Schedule)
+ Where required, upload event on to Wakelet, Facebook, Timeoutdoors.
+ Maintaining the Open Challenge schedule / close dates.
+ Updating the Open Challenge charities / events list monthly. (Matrix of promoters).
+ Assisting with following up with OC charities re: promotions / events / information.
+ Assisting with social media scheduling and posting content across all Classic Challenge platforms and updating the social media plan.
+ Assist with admin on Open Challenge materials, eg. Posters, leaflets alongside assisting with Information days.

Nightrider Office Administration:

Tasks include: answering telephone enquiries from both charities and participants, understanding the events and dealing with any Active Network / booking queries and changes to registrations. Sending messages and updates to Nightrider Manager when necessary. Attending Nightrider launch dates, and events where possible (training will be given).


General Office Administration:

Tasks include: checking answer phone, opening post, answering telephone, loading event vehicles, stock take of event equipment, preparing & restocking first aid kits.
Reporting To

The Events & Travel Coordinator will be formally accountable to 2-3 Project Managers.

About You:

+ Self motivated, friendly, confident individual with mature outlook.
+ Ability to multi-task and work as part of a team as well as on own initiative.
+ Excellent organisational and time management skills. Ability to focus and prioritise, to work efficiently in a high pressured environment, work to deadlines and have high attention to detail.
+ Excellent written and verbal communication skills; a positive telephone manner is essential.
+ Strong administration skills in an office based environment.
+ Computer literate and possess good knowledge of Microsoft Word, Excel and PowerPoint
+ Good numeracy skills.

Desirable Skills:

+ Office based experience in the charity, event and/or travel industry.
+ Active Network experience.
+ Social media and marketing experience.
+ A passion for travel and adventure.
+ A degree or qualification in events / travel management.

Working Hours:

+ Monday – Friday
+ Hours of work: 9am-5pm
+ Some evening and weekend work from time to time (including working on events outside your normal working hours, where appropriate)

Interested? Just Apply Below...

...But first a little formality. By applying you explicitly consent to us processing & passing your application to our client for review for this vacancy only. If your skills match the role you will hear back from us within 2 business days. If you have any pre-application questions please contact us quoting the job title & ref. Good luck, Team RR.