Travel Coordinator

2 weeks ago

Ottawa, Canada CAA North & East Ontario Full time

**CAA North & East Ontario's success depends on great people. If you are ready for the challenge, find your job here.**:
CAA North & East Ontario offers a wide range of career opportunities in our Head Office / Administration Center (Finance, IT, Marketing etc); our award winning Call Centers; Emergency Roadside Assistance and our full service CAA Stores. We are an equal opportunity employer with some excellent benefits.

**Why work with us?**:

- We help people develop their professional interests and support career development within the Club
- We pay 100% of the individual full time employee premium for health/dental/insurance plan coverage*
- (* for employees working a minimum of 30 hours a week for a minimum of one calendar year)_
- Generous paid time off policies
- Defined Contribution Pension Plan
- Our members are the best, and all our full time staff are members
- (* for employees working a minimum of 30 hours a week for a minimum of one calendar year)_
- We do good things for people. As a not for profit, we advocate for passenger rights and safety on the roads. We sponsor car seat clinics; offer free battery tests and a host of other member services.
- We offer Educational Travel Tours (familiarization trips) to our travel employees.
- Generous discounts on merchandise sold in stores and applicable discounts on travel.
- You will not be bored We are a medium sized employer (less than 200 employees) who do a lot of interesting things.
That means our employees are empowered to ask questions & provide input and we can act on it quickly.

**Job Title: Travel Coordinator**

**Location: HYBRID: Work-From-Home / 1031 Bank St. Ottawa, ON**

**Job Overview**:
Collaborating closely with the Group Specialist and Manager, Travel Product & Groups, the Travel Coordinator is integral to delivering exceptional travel experiences for clients and ensuring the successful execution of group travel under the Together brand. This role encompasses handling administrative tasks, managing group trip logistics in the Axis system, maintaining tracking and analytical records, and ensuring seamless communication with both internal teams and external clients.

The Travel Coordinator is responsible for providing top-tier customer service, promptly addressing client inquiries, and resolving any issues that may arise during travel. Additionally, the role requires a strong focus on administrative support, such as processing invoices, assisting with ticketing and package documentation, and maintaining accurate passenger information.

Certification from the Travel Industry Council of Ontario (TICO) is required for this position to ensure compliance with industry standards and regulations. The Travel Coordinator is a crucial team member, ensuring that both individual and group travel experiences are not only seamless, but also memorable for all clients.

**Responsibilities**:
Group Trip Management:

- Build and maintain group trips in the Axis system.
- Handle administrative tasks for newly booked and existing trips, including:

- Manage special requests.
- Generate deposit and final payment invoices.
- Assist with BSP ticketing in Travelport.
- Handle package documentation.
- Assist with accounting reconciliations.
- Send customer touchpoints to the travel team.

Tracking and Reporting:

- Maintain tracking and analytical spreadsheets and master lists, including:
Documentation and Communication:

- Create and maintain files in SharePoint.
- Send reminders to agents for second deposits and final payments as scheduled.
- Collect and attach Aeroplan/frequent flyer numbers to bookings in Travelport+.
- Collect and document assigned seats from Travelport+ to consumer documents.
- Maintain passenger booking forms and follow-up with agents on missing information.

Client Consultation:

- Provide clients with information on destinations, including weather, local customs, currency, and travel advisories.
- Deliver exceptional customer service, responding to client inquiries and concerns in a timely and professional manner.
- Assist clients with any travel-related issues, such as flight delays, cancellations, or accommodation problems, and provide alternative solutions promptly.

Itinerary Planning:

- Maintain accurate records of client interactions, bookings, and transactions.
- Prepare invoices and process payments.

Training and Development:

- Engage in learning and training opportunities, including Together training and travel talks.

**Requirements**:The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Certification:

- High School diploma or equivalent required. Post-secondary education in travel and tourism is an asset.
- Must be certified by the Travel Industry Council of Ontario (TICO). Certification as a Certified Travel Associate (CTA) or Certified Travel

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