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Operations Coordinator
Fox
Chicago, IL, United States
Job Details - this job has expired, please see similar jobs below
Description
The Operations Coordinator will successfully own, operate and plan on-ground trip logistics for international travel programs for independent travel. Provide accurate and timely information to all internal departments as necessary with day-to-day needs. Responsible for managing a variety of itineraries, with an emphasis on the region of Europe and Pacific, with multiple departures for independent travel as well as customized trips.
Responsibilities
• Coordinate with local in-country operators regarding all bookings, logistics coordination, extra arrangements, special considerations, trip details, etc. Independently manage bookings for all trip departures by monitoring room counts, release dates, attrition clauses and deposit and payment dates for each trip. Communicate clearly and accurately all trip logistics and needs via email, Skype and phone. Conduct briefing calls with operators and hold them accountable for implementation of on-the-ground logistics. Maintain strict adherence to internal and program deadlines.
• Each departure meets or exceeds brand standards.
• Request invoices for new bookings, extra arrangements and trip cancellations. Review invoices for operational and financial accuracy. Request payments to suppliers, vendors, contractors, etc. Reconcile trip invoices to budgets and all tour staff salary payments to budget. Final trip reconciliation. Keep budgets updated and accurately reflecting program costs.
• Each departure maximizes profitability by operating at or above budgeted projected profit.
• Create standard templates for documentation including documentation for mailings, internal documents, tour manager documents, policies and procedures. Review documentation annually, suggest improvements and ensure consistency in formatting. Prepare all documents and items necessary for trip staff (e.g., tour managers and study leaders), as well as tour logistic notes, transfer and rooming lists, flight manifests, extra arrangement details and traveler preferences. Prepare and collate mailings as needed. Create and/or maintain all sales resources for all product.
• Increase in customer satisfaction, when travelers receive correct trip information on schedule. In-country operators receive all information on time for successful operation of each departure. Sales and Passenger Service Teams have all training materials needed to sell and service travelers.
• Assist Passenger Services in managing traveler relationships from the time of booking through post-trip communication. Responsible for timely planning and procurement of extra arrangements as requested by travelers.
• Traveler provided with information in a timely manner, increasing their satisfaction and loyalty to the brand.
• Maintain inventory for all guest gift items, reordering as needed.
• Travelers receive all gift items on time.
Qualifications
• Bachelor’s degree (B.A.), two to four years related experience and/or training, or equivalent combination of education and experience. A background in customer service, event planning, logistics or travel is a plus.
• Excellent verbal and written communication skills. Candidates should have the ability to clearly and effectively correspond with overseas suppliers for whom English is likely not their first language. Foreign language skills are a plus
• Ability to create and maintain budgets and demonstrate ability to anticipate problems, find creative solutions to challenging situations and present complicated information in a clear and simple manner.
• Working knowledge of Microsoft Word, Office, Excel, PowerPoint and common Internet browsers and applications. A background using QuickBase or other databases or CRM software is a plus.
• Highly organized, able to multi-task and manage several programs and/or departures at the same time and across multiple destinations
• Attention to detail is critical. Unwavering accuracy, excellent and systematic organizational skills and flawless attention to detail is necessary.
Division Description
National Geographic Partners LLC (NGP), a joint venture between National Geographic and 21st Century Fox, is committed to bringing the world premium science, adventure and exploration content across an unrivaled portfolio of media assets. NGP combines the global National Geographic television channels (National Geographic Channel, Nat Geo WILD, Nat Geo MUNDO, Nat Geo PEOPLE) with National Geographic’s media and consumer-oriented assets, including National Geographic magazines; National Geographic studios; related digital and social media platforms; books; maps; children’s media; and ancillary activities that include travel, global experiences and events, archival sales, licensing and e-commerce businesses. Furthering knowledge and understanding of our world has been the core purpose of National Geographic for 129 years, and now we are committed to going deeper, pushing boundaries, going further for our consumers … and reaching millions of people around the world in 172 countries and 43 languages every month as we do it. NGP returns 27 percent of our proceeds to the nonprofit National Geographic Society to fund work in the areas of science, exploration, conservation and education.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.