The Operations Coordinator is responsible for the research, procurement, contracting, delivery and quality control of all suppliers booked directly through our Department (i.e. not through a receptive agency). Major areas of responsibility includes maintaining and building supplier relationships, coordinating with the sales team to ensure customer satisfaction, managing supplier finances and supporting the tour leader team.

RESPONSIBILITIES

- Relationships: Build and Maintain

• Review supplier contracts to ensure competitive pricing and policies on comp., cancellation, deposits are in line with company standards and comparable to similar competitors.
• Proactively research new suppliers for current and new destinations
• Negotiate terms and conditions with new suppliers to meet our business standards.
• Maintains relationship with suppliers and vendors.
• Manages requests to ensure all booking requests (reservations, cancellations and changes) are properly executed.
• Updates itineraries to meet clients’ needs and supplier availability.
• Conducts site inspections.
• Manages feedback and takes action accordingly.

- Customer Satisfaction

• Reviews tours to ensure all bookings are confirmed and follows-up as needed.
• Helps organize FAM/VIP trips.
• Communicates supplier changes to internal teams. - Managing Finances
• Maintains supplier database updating pricing as required.
• Tracks and makes direct deposits and final payments as required.
• Reviews invoices, investigate inconsistencies and authorize for payment.

- Tour Leadership

• Assists with on-tour emergencies.
• Assists with last minute adjustments as needed.
• Assists with Tour Leader training as needed