Operations Administration Coordinator

Job Description

Job Description

Description:

ABOUT US

Our philosophy at The Travel Corporation (TTC) is simple, we create enriching experiences for travelers by combining an unbeatable mix of exceptional service and quality at great value. As a global business with over 100 years of experience in the travel industry, our ethos of being ‘Driven by Service’ ensures we keep our values of passion, people and purpose at the heart of everything we do - designing and running immersive, innovative and responsible travel experiences for our guests across 70 countries. Join us in creating life-changing moments for every guest across our award-winning brands and experience the TTC difference.

OUR VALUES

• Driven by service
• An inherent passion for travel
• Commitment to our customers and to our people
• Commitment to corporate social responsibility and our 5-year sustainability strategy

POSITION SUMMARY

This role will support the Operations and Admin teams. They will help to manage both TM/TD and trip-specific data on internal platforms, and will manage and oversee inventory for tour supplies. They will partner with the various TTC brands on collateral updates, liaise with third party ground operators to ensure continuity of branding and trip supplies, and will also liaise with internal TTC departments for additional support to the on road teams.

Requirements:

Key Responsibilities

· Maintain Salesforce database & updates to TOPS – as it pertains to suppliers, TMs/TDs and trip documentation (including pre-trip info)· Work closely with the Operations and Key Accounts to confirm last minute trip requests in a timely manner· Respond to incoming supplier emails to shared mailbox in a timely manner· Responsible for distribution of Trip documents to Ground Handlers and suppliers as required.· Work with Operations team to ensure pre-season tasks are complete and trip preparations are coordinated· Track and administer company iPads to Trip Managers· Generate last minute trip cancellation report and notify operations team members· Organize internal flight segments under supervision from the Operations Manager· Process Hotel Requests (pre/post nights) from sales regions (DAR)· Scan and upload insurance certificates and maintain files· Build and submit Air department and/or airlines passenger lists for internal air block· Allocate TMs/TDs to assigned trip series in Tropics· Book excursions for travelers booked on Explorer packages· Support the team out on the road: proactively respond and assist with password resets and other requests in a timely manner, manage contact information and preferences.· Oversee all trip materials for various TTC brands and Key Account brands, and our partners in North America, Central and South America. Correspond with our global marketing teams to understand branding requirements and changes for each operating season. · Organize, assemble, and ship all Travel Director and Trip Manager supply boxes for timely delivery on each departure operated within North America, and maintain logs of supplies shipped. Work closely with the Operations Managers to anticipate needs of the team and ensure all supply needs are met prior to and during trips. · Various projects as assigned

Competencies

· MS Office/Office 360 (word, excel, power point ,TEAMS, Sharepoint, Onedrive and Outlook)

· Ability to navigate social media platforms and tablet/iPads highly regarded

· Must be a team player with a positive attitude, have excellent verbal and written communication skills, maintain a customer-service-centric outlook, be attentive and responsive to inquiries, and be proactive in problem solving.

· Vision correctable to 20/20 with reasonable accommodation required.

· Able to lift 20 lbs with reasonable accommodation preferred

· Must be able to prioritize and juggle multiple tasks, meet deadlines, follow up to inquiries as needed and in a timely manner, work under-pressure and work diligently with a sense of urgency. Must be reliable and dependable. Must be impeccably organized and possess strong attention to detail.

Experience

· Office administration or support role experience required

· Previous travel administration experience preferred but general admin experience is acceptable

Travel & Other Requirements

· Agreed days in the Costa Mesa Office required

SALARY DESCRIPTION

• $19 - $22/hour

The Travel Corporation is an equal opportunity employer and does not discriminate against race, color, creed, sex, gender, religion, marital status, age, national origin, sexual orientation, or any other consideration made unlawful by federal, state, or local laws or ordinances.

The Travel Corporation is proud to be an equal opportunity employer. We not only encourage and support diversity in the workplace, we celebrate it! If you feel you have the skills and experience to thrive in a supportive and inclusive environment, we want to hear from you!