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Operations Coordinator
3 months ago
**OPERATIONS COORDINATOR**
**Senior Discovery Tours**, the leader in fully escorted, all-inclusive group tours for the 55+ traveller is seeking a motivated, detail-oriented Operations Coordinator that is passionate about travel to join our team at the Toronto office. The Operations Coordinator is an essential part of our Tour Operations Department, ensuring seamless travel experiences for our clients. This role plays a crucial role in coordinating with transportation providers, preparing rooming lists, and proofing final client itineraries to guarantee smooth journeys.
**ESSENTIAL DUTIES AND RESPONSIBILITIES**
**Prepare and Send Out Client Packages**
- Review files and find relevant information pertaining to client documents
- Book transportation to and from client’s home
- Prepare and finalize client pick up sheets
- Print name tags
- Print address labels to mail documents to clients
- Print out booklet and flight pages
- Print out emergency contact forms
- Assemble packages and mail them out
- Responsible for reconciling invoices from transportation companies that pick-up clients
- Responsible for advising transportation companies of any flight changes and or cancelled bookings
**Send Rooming Lists**
- Send final rooming list for each tour 30 days prior to departure, directly to land operators or hotels
- Advise land operators or hotels of any new bookings and cancellations that are within 30 days of departure
**Prepare and Proof Final Client Itineraries**
- Create tour files
- Reconfirm flight information, itineraries and hotels
- Send flight and group information to local operators
- Finalize and proofread clients’ documents, confirming all information is noted for that tour
- Note any deviations
- Advise clients on documentation of any COVID restrictions
- Advise branches when documents are ready so they can send to their respective clients
- Order VOX headsets if applicable
- Prepare “sendoff” packages for Meet & Greet representatives when necessary
- Prepare Tour Manager packages for all tours
- Prepare return Meet & Greet package for Toronto airport representatives for all tours
**Answering Phones During Slow Season**
- Be familiar with current brochures and tours
- Advise clients about our insurance policy
- Counsel and book clients on tour
- Process client payments
- Cancel bookings and advise relevant departments
**QUALIFICATIONS**:
- Must be TICO Certified
- Must have prior travel industry work experience
- Excellent verbal and written communication skills.
- Excellent organizational and time management skills.
- Strong attention to detail
- Proficiency in Microsoft Office.
- Ability to multitask and prioritize.
- Strong problem-solving skills.
- Proven ability to learn new technologies and platforms.
- Ability to work efficiently with mínimal supervision.
**JOB TYPE**:
Full-time. Must be able to work in the Toronto office at 225 Eglinton Ave. West, from 9am-5pm Monday to Friday.
**Salary**: $45,000.00-$55,000.00 per year
**Benefits**:
- Extended health care
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Toronto, ON M5P 1A9: reliably commute or plan to relocate before starting work (required)
**Experience**:
- Travel Industry: 1 year (required)
Work Location: In person
Application deadline: 2024-04-16
