Program Coordinator, Private Custom Travel Specialist

hace 2 meses


San José, San José, Costa Rica Tcs Expeditions A tiempo completo

About Us

TCS Expeditions is a leading provider of unique travel experiences. Our team has hosted guests on adventures of a lifetime for over 30 years, developing and operating over 300 expeditions to more than 200 destinations. We deliver unparalleled and significant experiences in unique destinations around the globe, operating luxury jet tours under our own brand as well as for strategic partners.

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

  1. Distribute Requests for Proposals (RFP's) among the Program Management team
  2. Assist with itinerary updates
  3. Complete a final update and proofing of each guest's final documents
  4. Create and assemble documents and files for each program
  5. Update and maintain supplier data in Salesforce
  6. Send new and existing suppliers Master Service Agreement, facilitate negotiation of terms
  7. Data entry and management of various trackers and tools related to company Health and Safety initiatives and processes
  8. Manage relevant trip data entry in Salesforce
  9. Develop insurance quotes and process insurance for guests
  10. Conduct destination risk assessments
  11. Support department administrative and accounting tasks, regular use of TCS financial system (Softrip)
  12. On an ad-hoc basis, conduct research using the web or company databases and materials, and organize and present findings to staff
  13. Create and maintain specific resource, training, and operations files
  14. 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
  15. Set up meetings both internally and with outside vendors
  16. 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.



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