Note: The job is a remote job and is open to candidates in USA. Infinity Worldwide Vacations Inc. is seeking a passionate and detail-oriented individual to join our team as a Tour Operations Coordinator who will report to the Managing Director. The role involves coordinating all aspects of tour operations to ensure a seamless and memorable experience for clients by managing logistics with tour guides, vendors, and clients.
Responsibilities
- Confirm details with all suppliers with all dates, tour codes, and service details, reconfirm payment details, advising who their contacts for operation (approx. 2 months before the season starts)
- Reconfirm all services for escorted tour programs and independent programs
- Monitor Tour Manager flight bookings for cost control and timing purposes
- Assess the need for pre-/post-accommodation for Tour Managers and obtain approval from the Regional Manager
- Create and distribute all tour documents for the Tour Managers
- Confirm all transfers and optional tours in the reservation system for each tour departure
- Create and distribute welcome/departure letters for all tour departures
- Organize appropriate distribution of branded materials, tablets, and debit cards for the season based on Tour Manager’s assignments
- Process canceled departure dates by canceling local services (except hotels) and informing the IWV Team to release the hotel space for the canceled date
- Work in conjunction with Accounting to make sure all vendors requiring prepayment are paid as per contract terms
- Assist the Accounting Department with Tour Manager reconciliation issues
- Review and take ownership of all assigned trips. Be acknowledged as the definitive and credible source of information for detailed delivery questions from other internal sources, Tour Managers, or guests
- Monitor quality aspects of the Tour Series, Tour Managers, and vendors and provide necessary updates to Regional Manager and Product Development/Contracting as needed throughout the season
- Create and update all templates for each Tour Series for the season using the technical Itineraries
- Communicate with tour guides, vendors, and clients to ensure all details are in place for each tour
- Handle any issues or emergencies that may arise during tours, providing quick and effective solutions
- Other related duties assigned
Skills
- Previous experience in tour operations or travel & tourism related field
- Excellent organizational and communication skills
- Ability to multitask and work in a fast-paced environment
- Strong attention to detail and problem-solving skills
- Knowledge of travel industry trends and destinations
- Proficiency in Microsoft Office and travel booking software (Softrip)
- Bachelor's degree in Hospitality, Tourism, or a related field
Benefits
- Exciting Travel Benefits: 70 to 90% off tours and cruises (plus discounts for friends and family)
- Special deals with travel partners like Marriott, Expedia, IATA/IATAN, and Norwegian Cruise Line to name a few
Company Overview