Trip Manager-Private Jet Operations, Adventures & Expeditions

As a Trip Manager you would be responsible for assisting in the operations and on-ground trip logistics for luxury international travel programs. This position is responsible for assisting in the coordination with local in-country operators regarding all bookings, logistics, extra arrangements, special considerations, trip details, etc.

This position requires the ability to effectively interact and communicate with On-Trip Staff, Guests, Contact Center Team, and suppliers, both written and verbally. Relationships with On Trip Staff and suppliers must be created, nurtured, and maintained.

The Trip Manager is responsible for maintaining quality and standards set forth by the Company. Partnering with other departments within Adventures by Disney and National Geographic Expeditions is essential. This includes, but is not limited to, Operations, Trip Development, Legal, Sales, Marketing, and Finance.

This position may include occasional travel.

Responsibilities

• Run supplier reports, QC for errors and make changes. Provide suppliers with Guest counts, rooming lists, and special requests.
• Assist in the day-to-day process to deliver a great Guest, supplier, and Cast experience.
• Ability to read contracts and assist in preparing/redlining/editing/proofing of documents.
• Answers operations questions from Florida Operations Team and Contact Center.
• Work closely with Destination and Trip Managers, local suppliers, and On-Trip Staff by providing daily partnership.
• Assist with itinerary modification for existing programs; responsible for tour itinerary change management.
• Communicate clearly and accurately all trip logistics and needs via email, teleconferencing and phone.
• Documentation: Prepare documentation for Guest mailings, internal documents, tour manager documents, policies and procedures. Prepare all documents and items necessary for trip staff (e.g., escort books, visas on arrival, and landing cards), as well as trip manuals, transfer and rooming lists, flight manifests, extra arrangement details, and traveler preferences. Prepare and collate mailings as needed.
• Develop appropriate job aids to complement destination operating guidelines.
• Maintain relationships with global in-country operators. Coordinate with local operators regarding bookings, logistics coordination, extra arrangements, special considerations, trip details, etc., for an assigned group of itineraries to ensure seamless operation of trips.
• Establish consistent itinerary documentation for Marketing and Sales, website, reservations, and other internal and external partners as needed.
• Other duties as required or assigned, including various projects.
• As needed, act as part of the Advance Staff to ensure on-ground logistics are finalized prior to the arrival of the Private Jet.
• Conduct briefing calls with operators and hold them accountable for implementation of on-the-ground logistics.
• Participate in weekly Manager On-Duty responsibilities by being a primary or back-up MOD.
• Assist Contact Center Team in managing Guest relationships from the time of booking through post-trip communication. Responsible for timely planning and procurement of extra arrangements as requested by Guests.
• Maintain contract terms in internal database. Monitor payment, cancellation, and attrition dates.
• Maintain strict adherence to internal and program deadlines.
• Create spreadsheets, word documents, and PowerPoint presentations to increase productivity and streamline business needs.
• Responsible for timely and accurate entry of traveler and trip information into CRM.
• Create annual purchase orders for Suppliers and facilitate payment of approved supplier invoices.
• Monitor Guest and On-Trip Staff feedback and action plan with Destination Manager.

Basic Qualifications

• Strong problem-solving skills and ability to multitask.
• Possesses a demonstrated ability to anticipate problems and find creative solutions to challenging situations.
• Enjoy working in a fast-paced professional office environment.
• Unwavering accuracy, excellent and systematic organizational skills and flawless attention to detail are necessary.
• Ability to present complicated information in a clear and simple manner.
• Proven interpersonal skills and ability to partner with others.
• Excellent oral and written communication skills and the ability to clearly and effectively correspond with international suppliers for whom English is likely not their first language. Foreign language skills are a plus.
• Strong administrative and organizational skills.
• Demonstrated experience with coordinating logistics as well as strong implementation skills.
• Highly organized, able to multi-task multiple high priority projects and manage several programs and/or departures at the same time and across multiple destinations.
• Ability to work on assigned projects with minimal supervision.
• Working knowledge of office equipment and software applications including SAP, Microsoft Outlook, Word, Excel, PowerPoint, and Concur and willingness to learn new applications as needed.
• Knowledge of the travel and hospitality industry and booking travel.
• Ability to meet project deadlines and deliverables in a timely manner to ensure the project meets target deadlines.
• Experience working in an office environment.
• A positive attitude is essential and a key to success in the position.

Required Education

• Bachelor’s degree or equivalent work experience.

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