Summary

The Operations Coordinator oversees the compiling, development, and on-time delivery of critical client communications and final travel documents for all international destinations. It is a high-volume, deadline-driven role that moves dozens of groups forward at once, each at a different stage of its timeline, and serves as the connective point between Sales, Project Management, and Client Relations.

The work is founded on the principle that a client's experience with our organization is not confined to the tour itself, but begins with their first point of contact, includes all interactions and deliverables leading up to the date of departure, and continues with any interactions that follow after the date of return. Success requires disciplined accuracy, strong organization, and the ability to shift between competing priorities without losing a detail.

Responsibilities

•Oversee the accuracy, branding, and timeliness of all group client communications.

•Compile final passenger documents and deliver them to clients three weeks prior to their departure date.

•Work with the Sales Team and the Project Management Team to identify critical communication needs.

•Support the Client Relations team daily with the information they require to respond to client inquiries.

•Assist the Project Management team in compiling and verifying rooming lists.

•Oversee reservation modifications regarding transfers, moving money, and roommate pairing to ensure accuracy.

•Ensure all passengers are current on their payment schedules, making necessary reach-outs to those who are delinquent and following the late payment procedures.

•Use web-based and electronic forms to track collective client inquiries, including client satisfaction surveys, client decision letters, group air options, land-only surveys, and elective tour options.

•Secure medical insurance for our complimentary travelers.

Requisite Skills and Qualifications

•Bachelor's degree in a related field.

•Disciplined accuracy and attention to detail — a demonstrated habit of verifying work rather than assuming it is correct.

•Ability to manage multiple projects simultaneously of varying complexity while protecting quality of work.

•Strong organization and time management, with the judgment to prioritize competing deadlines independently.

•Flawless punctuality and timeliness.

•Proven critical thinking, project and task management, and problem-solving skills.