Note: The job is a remote job and is open to candidates in USA. Infinity Worldwide Vacations Inc. is seeking a passionate and detail-oriented individual to join our team as a Tour Operations Coordinator who will report to the Managing Director. The role involves coordinating all aspects of tour operations to ensure a seamless and memorable experience for clients by managing logistics with tour guides, vendors, and clients.

Responsibilities

• Confirm details with all suppliers with all dates, tour codes, and service details, reconfirm payment details, advising who their contacts for operation (approx. 2 months before the season starts)
• Reconfirm all services for escorted tour programs and independent programs
• Monitor Tour Manager flight bookings for cost control and timing purposes
• Assess the need for pre-/post-accommodation for Tour Managers and obtain approval from the Regional Manager
• Create and distribute all tour documents for the Tour Managers
• Confirm all transfers and optional tours in the reservation system for each tour departure
• Create and distribute welcome/departure letters for all tour departures
• Organize appropriate distribution of branded materials, tablets, and debit cards for the season based on Tour Manager’s assignments
• Process canceled departure dates by canceling local services (except hotels) and informing the IWV Team to release the hotel space for the canceled date
• Work in conjunction with Accounting to make sure all vendors requiring prepayment are paid as per contract terms
• Assist the Accounting Department with Tour Manager reconciliation issues
• Review and take ownership of all assigned trips. Be acknowledged as the definitive and credible source of information for detailed delivery questions from other internal sources, Tour Managers, or guests
• Monitor quality aspects of the Tour Series, Tour Managers, and vendors and provide necessary updates to Regional Manager and Product Development/Contracting as needed throughout the season
• Create and update all templates for each Tour Series for the season using the technical Itineraries
• Communicate with tour guides, vendors, and clients to ensure all details are in place for each tour
• Handle any issues or emergencies that may arise during tours, providing quick and effective solutions
• Other related duties assigned

Skills

• Previous experience in tour operations or travel & tourism related field
• Excellent organizational and communication skills
• Ability to multitask and work in a fast-paced environment
• Strong attention to detail and problem-solving skills
• Knowledge of travel industry trends and destinations
• Proficiency in Microsoft Office and travel booking software (Softrip)
• Bachelor's degree in Hospitality, Tourism, or a related field

Benefits

• Exciting Travel Benefits: 70 to 90% off tours and cruises (plus discounts for friends and family)
• Special deals with travel partners like Marriott, Expedia, IATA/IATAN, and Norwegian Cruise Line to name a few

Company Overview