Overview

Collaborating closely with the Group Specialist and Manager, Travel Product & Groups, the Travel Coordinator is integral to delivering exceptional travel experiences for clients and ensuring the successful execution of group travel under the Together brand. This role encompasses handling administrative tasks, managing group trip logistics in the Axis system, maintaining tracking and analytical records, and ensuring seamless communication with both internal teams and external clients.

The Travel Coordinator is responsible for providing top-tier customer service, promptly addressing client inquiries, and resolving any issues that may arise during travel. Additionally, the role requires a strong focus on administrative support, such as processing invoices, assisting with ticketing and package documentation, and maintaining accurate passenger information.

Responsibilities

Group Trip Management:

• Build and maintain group trips in the Axis system.
• Handle administrative tasks for newly booked and existing trips, including:
• Managing special requests.
• Generating deposit and final payment invoices.
• Assisting with BSP ticketing in Travelport.
• Handling package documentation.
• Assisting with accounting reconciliations.
• Sending customer touchpoints to the travel team.
• Preparing invoices and processing payments

Client Consultation:

• Provide clients with information on destinations, including weather, local customs, currency, and travel advisories.
• Deliver exceptional customer service, responding to client inquiries and concerns in a timely and professional manner.
• Assist clients with any travel-related issues, such as flight delays, cancellations, or accommodation problems, and provide alternative solutions promptly.

Documentation and Communication:

• Create and maintain files in SharePoint.
• Maintain accurate records of client interactions, bookings, and transactions.
• Maintain tracking and analytical spreadsheets and master lists, including Marketing emails and master sales lists.
• Send reminders to agents for second deposits and final payments as scheduled.
• Collect and attach Aeroplan/frequent flyer numbers to bookings in Travelport+.
• Collect and document assigned seats from Travelport+ to consumer documents.
• Maintain passenger booking forms and follow-up with agents on missing information.

Requirements

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• High School diploma or equivalent required. Post-secondary education in travel and tourism is an asset.
• Must be certified by the Travel Industry Council of Ontario (TICO). Certification as a Certified Travel Associate (CTA) or Certified Travel Counselor (CTC) is a plus.
• Minimum of 2 years of experience in travel coordination, travel agency work, or a related field.
• Proven experience in managing group travel logistics and client interactions.

Skills and Abilities:

• Organizational Skills: Strong ability to organize, prioritize, and manage multiple tasks and projects simultaneously.
• Communication Skills: Excellent verbal and written communication skills, with the ability to interact effectively with clients and team members.
• Technical Skills: Proficiency in travel booking software and online travel platforms, as well as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Attention to Detail: High level of accuracy and attention to detail in managing travel arrangements, documentation, and invoicing.
• Problem-Solving: Strong problem-solving abilities with the capacity to address and resolve travel-related issues efficiently.
• Knowledge: Knowledge of international travel regulations and requirements.
• Customer Service: Experience with and commitment to delivering exceptional customer service.
• Group Travel Coordination: Experience in coordinating group travel and managing large bookings is advantageous.

Compensation

• Salary: $42,000 - $46,000
• Health & Dental Benefits
• Pension Plan
• 3 Weeks Vacation
• CAA Membership

Employment is contingent on a satisfactory Criminal Background Check and references.

Job applicants who have disabilities shall be provided with reasonable accommodation throughout the recruiting process.