Trip Manager-Private Jet Operations, Adventures & Expeditions

Responsibilities

• Create annual purchase orders for Suppliers and facilitate payment of approved supplier invoices.
• Ability to read contracts and assist in preparing/redlining/editing/proofing of documents.
• Answers operations questions from Florida Operations Team and Contact Center.
• Run supplier reports, QC for errors and make changes. Provide suppliers with Guest counts, rooming lists, and special requests.
• Monitor Guest and On-Trip Staff feedback and action plan with Destination Manager.
• Maintain strict adherence to internal and program deadlines.
• 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.
• 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.
• Responsible for timely and accurate entry of traveler and trip information into CRM.
• As needed, act as part of the Advance Staff to ensure on-ground logistics are finalized prior to the arrival of the Private Jet.
• Assist with itinerary modification for existing programs; responsible for tour itinerary change management.
• Work closely with Destination and Trip Managers, local suppliers, and On-Trip Staff by providing daily partnership.
• 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.
• Communicate clearly and accurately all trip logistics and needs via email, teleconferencing and phone.
• Assist in the day-to-day process to deliver a great Guest, supplier, and Cast experience.
• Establish consistent itinerary documentation for Marketing and Sales, website, reservations, and other internal and external partners as needed.
• 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.
• Create spreadsheets, word documents, and PowerPoint presentations to increase productivity and streamline business needs.
• Maintain contract terms in internal database. Monitor payment, cancellation, and attrition dates.
• Other duties as required or assigned, including various projects.

Basic Qualifications

• Ability to present complicated information in a clear and simple manner.
• Ability to work on assigned projects with minimal supervision.
• Ability to meet project deadlines and deliverables in a timely manner to ensure the project meets target deadlines.
• Strong problem-solving skills and ability to multitask.
• 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.
• A positive attitude is essential and a key to success in the position.
• 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.
• 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.
• Enjoy working in a fast-paced professional office environment.
• Possesses a demonstrated ability to anticipate problems and find creative solutions to challenging situations.
• Demonstrated experience with coordinating logistics as well as strong implementation skills.
• Knowledge of the travel and hospitality industry and booking travel.
• Experience working in an office environment.
• Proven interpersonal skills and ability to partner with others.
• Strong administrative and organizational skills.
• Unwavering accuracy, excellent and systematic organizational skills and flawless attention to detail are necessary.

Required Education

• Bachelor’s degree or equivalent work experience.

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