TRIP OPERATIONS COORDINATOR

Posted November 14, 2013


POSITION DESCRIPTION

The primary responsibility of this role is to ensure that Iconic’s full slate of trips and events are run smoothly and efficiently with a focus on the timely execution of our defined processes.

The Trip Operations Coordinator role provides a full range of administrative assistance. Our fast-paced, high-volume, nimble environment demands someone adept at content/data management, verbal and written communication as well as independent management of multiple tasks and projects with competing priorities and deadlines. While much of the work is self-managed, this position supports various departments and multiple Trip Development Managers. The responsibility of this team is to effectively act as the intermediary between Iconic and our vendors resulting in confirmed reservations and signed contracts.

STARTING DATE

ASAP

MAJOR DUTIES AND RESPONSIBILITIES


Reservation Procurement. Generate, send and track reservation requests hotels and subcontractors. Negotiate confirmations within a specified timeframe. Book campground and hotel reservations online and process related paperwork including credit card reconciliation. Obtain confirmation of released reservation blocks.

Sales and Trip Development Manager Support. Assist Trip Development Managers and the Sales team with processing trip changes and updating the trip itinerary database. Post documents to the company intranet. Format reports for ease of use. Assist with tour cost and budget worksheet maintenance. Research hotel and vendor options for proposals as needed.

Hotel and Subcontractor Contract Management. Assist Trip Development Managers to generate, send and track contracts as well as act as intermediary for simple negotiations regarding terms. Manage process to ensure signed documents are in place prior to business. Ensure the online documentation and hard files contain accurate information. Track and compile insurance certificates from specific contracted vendors. Update Salesforce as needed (database).

Other Responsibilities. Maintain and/or update our internal databases as needed. Audit reports and computer systems for errors and oversights. Provide support, back-up and coverage for fellow team members. Lead trips on the ground as needed or wanted. Special projects as assigned.

REQUIRED KNOWLEDGE AND ABILITIES

  • Self-motivated and independent, but works well as a team player
  • Critical thinker
  • Exceedingly detail-oriented while cognizant of the bigger picture
  • A dedication to thoroughness and completing tasks in a timely manner
  • An eye for identifying and communicating needs for system improvements
  • Highly proficient at Microsoft Excel, Word and Outlook as well as effective at learning new systems
  • Strong organizational and communication skills (verbal and written)
  • Adept at building relationships with vendors and co-workers
  • Exceptional time management skills & project management skills
  • Ability to understand and work with different cultural work styles
  • Foreign language skills a plus (Spanish, French and/or Italian preferred)
  • Able to lift 30lbs
  • A passion for outdoor travel

DETAILS

This is a Steamboat Springs-based position to be filled immediately. Compensation will be based on qualifications. The ideal candidate will thrive in start-up atmosphere and will be an early-stage employee of a growing organization.  The position does require travel to most managed events. You will also receive a $1000 Recreation Credit after 60 days of strong performance that can be used towards any pass in Colorado (ski pass, hot springs membership, yoga classes, etc.)

NEXT STEPS

Please submit resume and cover letter in confidence to people@IconicAdventures.com.  Only potential candidates will be contacted, and all resumes will remain confidential.  Iconic Adventures is an Equal Opportunity Employer.
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