Program Coordinator, Private Custom Travel

hace 7 meses

San José, Costa Rica TCS Expeditions A tiempo completo

**About Us**:
TCS World Travel is part of the Travelopia group, which is one of the world’s leading specialist travel groups, providing customers with a diverse range of unique travel experiences. This includes adventure travel, safaris, private jet and polar expeditions, tailor-made luxury holidays, yacht and river boat charter holidays, educational and sporting-based school trips, corporate hospitality, and sporting event fan travel. Private equity owned by KKR, Travelopia is headquartered in the UK, with offices and marine bases all over the world.

TCS World Travel has hosted guests on adventures of a lifetime for over 30 years. We have developed and operated over 300 expeditions to more than 200 destinations. Our all-inclusive journeys deliver unparalleled and significant experiences in unique destinations around the globe. TCS operates luxury jet tours under its own brand as well as for strategic partners, including Four Seasons, as well as custom, tailored travel experiences. Our expertise has led us to be the most-awarded jet expedition company in the world, winning accolades over multiple years in the Travel + Leisure World’s Best Awards, AFAR Travellers’ Choice Awards, Condé Nast Traveller Readers’ Choice Awards, and Departures Legend Awards among others.

**The Opportunity**:
The Program Coordinator provides general team support to the Private Custom Travel team. Responsibilities include working with Program Management to update and proof trip itineraries and guest documents, owning health and safety data input and measures, facilitating supplier onboarding to Master Service Agreements, managing monthly guest insurance orders, and other ad-hoc projects and administrative duties.

**Responsibilities**:

- Distribute Requests for Proposals (RFP’s) among the Program Management team
- Assist with itinerary updates
- Complete a final update and proofing of each guest’s final documents
- Create and assemble documents and files for each program
- Update and maintain supplier data in Salesforce
- Send new and existing suppliers Master Service Agreement, facilitate negotiation of terms
- Data entry and management of various trackers and tools related to company Health and Safety initiatives and processes
- Manage relevant trip data entry in Salesforce
- Develop insurance quotes and process insurance for guests
- Conduct destination risk assessments
- Support department administrative and accounting tasks, regular use of TCS financial system (Softrip)
- On an ad-hoc basis, conduct research using the web or company databases and materials, and organize and present findings to staff
- Create and maintain specific resource, training, and operations files
- Provide general administrative support for the smooth functioning of the department including filing, data entry, assembling, collating, and managing mailings and packages, completing expense reports, etc
- Set up meetings both internally and with outside vendors
- Serve as backup to other roles in the event of staff travel/out-of-office

**Requirements**:

- 2+ years of administrative support, clerical, or general office experience is required.
- Demonstrated ability to build successful working relationships with colleagues and vendors.
- Proficient in Microsoft Word, Excel, and Outlook.
- Excellent written and verbal communication skills.
- High level of accuracy, attention to detail, and strong organizational skills
- Database experience preferred (e.g. Salesforce).
- Tech savvy; Smart sheet and AXUS or other relevant software experience a plus.
- Ability to work cross-collaboratively in cross-functional teams.
- Flexible and works well under pressure.
- Positive can-do attitude.
- General knowledge of world geography and interest in luxury travel is a plus.
- Requires solid time management skills, and the ability to immediately surface and resolve overlapping priorities, to communicate effectively with multiple partners, and to coordinate workload and priorities independently.

**What we offer**:

- Competitive salary
- Various employee discounts and offers
- Career progression opportunities

**Our Commitment to Equity, Diversity & Inclusion**:
We believe people are happier and perform best when they are able to be their true self, and that diverse teams deliver better results. Together we will cultivate a diverse, equitable, and inclusive environment, where everyone can flourish.

Travelopia is committed to ensuring a work environment that is open, accessible, and inclusive, removing barriers for all individuals. If you require accommodations/additional support to participate in the recruitment and selection process, kindly inform us. Our hiring team will work with you to provide suitable accommodations/additional in a timely and confidential manner. Information received will be handled with the utmost discretion.

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