Reporting to the Manager, Commercial & Product Development, the Groups Coordinator will be responsible for custom group quotes, group tour reservations and account management. The Groups Coordinator will interact effectively with all of our customers and partners and have the ability to respond to inquiries independently, professionally and promptly.
Manage existing clients, new leads within our tour divisions including DCT, DCSA and DS to provide custom group quotes based on their requirements.
Using your extensive knowledge of geographical information & suppliers in Western Canada you will build preferred itineraries and package that will impress customers; delivering an exceptional product and price based upon the clients demands including budget, mid and higher priced products and services.
Manage communications with all parties in reference to group bookings, serving as point of contact for various clients (activity coordinators, group leaders and agents)
Deliver excellent customer service and management of all bookings ensuring company deadlines, payment collection, name lists, waiver forms and group details are delivered.
Collect and document all deposits and payments according to the schedule outlined in the agreement between client and company
Coordinate and book all inclusions with suppliers ensuring invoices are billed according to contracted rates including accommodations, activities and restaurants acting in an operation aspect to ensure all timings are accurate for the flow of the tour.
Create and report rooming lists, activity manifests and other specific group inclusions.
Monitor release periods to avoid any possibility of penalties related to cancellation or reduction of blocks.
Prepare final documents including: confirmed itinerary, payment confirmation and arrange for delivery of any promotional items included on tour.
Create Tour Guide or Driver Guide notes, timings, preferred routes, and specific notes on client preferences and inclusions while following group terms & conditions to ensure the client receives all items agreed upon
Troubleshoot any issues that may arise on before, during or after tour, in line with company policy.
Meet the group organizer while on tour if needed.
Assist with projects related to the position as directed by the Manager
College diploma: Studies in Travel & Tourism
Minimum 2 years selling experience within an agency and tour operator environment
Previous experience creating group proposals or operations department of a tour company is an asset
Experience selling Western Canada; in particular, the Rocky Mountains, Vancouver Island, Whistler
Strong communication skills
Excellent customer service skills with the ability to manage multiple clients and their travel request
Positive approach to work and to dealing with colleagues and customers
Strong organization skills, attention to detail, and ability to multitask
Ability to work under pressure and meet tight deadlines
Excellent Mathematical skills necessary to complete travel sales and group booking transactions.
Superior knowledge of Excel, Word, Google documents and Mac devices
Salary/Wage: Competitive Salary & Benefits - To be discussed
Job Application Process:
Please email your cover letter and resume to: firstname.lastname@example.org with the subject line: Application for Groups Coordinator. Successful candidates will be contacted for an interview.