Document Specialist
: Job Details :

Overview

COMPANY SUMMARY

Are you passionate about travel and dedicated to delivering exceptional service? At Holiday Vacations, our mission is to enrich lives with valued travel experiences. We offer inclusive guided tours led by professional Tour Directors to more than 70 destinations on six continents. We travel by air, motor coach, trains, and cruises on itineraries that bring the destination alive for our guests. We are headquartered in Eau Claire, Wisconsin and are a subsidiary of Xanterra Travel Collection, the largest national park concessionaire in the U.S. Xanterra also owns other tour operator and cruise line brands including VBT Bicycling Vacations, Country Walkers, and Windstar Cruises.

We offer a competitive hourly wage and bonuses, as well as a full benefits package including medical, dental, vision, short- and long-term disability insurance, life insurance, 401k with company match, company contributions to HSA account, PTO, pet insurance, AFLAC, and more.

POSITION SUMMARY

As a Documents Specialist, you will play a crucial role in ensuring our guests receive high-quality, accurate, and comprehensive tour documents. Working under the guidance of the Tour Operations Manager, you will be an integral part of our team, dedicated to delivering exceptional service to both internal and external customers. Your meticulous attention to detail and commitment to excellence will help create memorable experiences for our guests. This role offers an excellent entry point into the travel industry, providing a solid foundation of knowledge that can be used to enhance the function of this position and to explore exciting career paths within Holiday Vacations.

PLEASE NOTE: This is not a remote position, the successful candidate must live in the State of Wisconsin and must be within a reasonable commute to Eau Claire, Wisconsin.

Responsibilities

AREAS OF RESPONSIBILITY

* Actively collaborate with team members to support all functions related to servicing internal and external customers.

* Apply knowledge of company goals and objectives to attain high guest service levels.

* Generate and prepare various reports and documents such as final letters, shuttle sheets, tour confirmations, brief itineraries, passenger lists, name tags, luggage tags, and other necessary materials.

* Assemble tour director packets with all necessary information.

* Distribute guest cruise information as provided by the Destination team.

* Respond promptly to inbound guest inquiries with professionalism and efficiency.

* Perform administrative tasks including system documentation and research.

* Assist other departments with special projects as needed.

* Undertake additional duties as assigned to support the overall success of the team.

Qualifications

CORE JOB COMPETENCIES

* Attention to Detail: Exhibits thoroughness in reviewing and verifying information, processes, and outputs to ensure completeness and accuracy.

* Adaptability: Demonstrates flexibility and a willingness to adjust to changing circumstances, environments, and new challenges while maintaining productivity and effectiveness.

* Customer Experience: Provides exceptional support and service to internal and external clients, addressing their needs, and ensuring a positive experience.

* Initiative: Proactively identifies and addresses opportunities and issues.

* Organizational Skills: Plans, organizes, and manages time and resources effectively to achieve objectives and maintain order.

* Teamwork: Contributes to a collaborative and supportive team environment, works with coworkers to achieve common objectives and enhance performance.

* Time Management: Effectively manages one's time to prioritize tasks, meet deadlines, and maintain productivity in a fast-paced work environment.

REQUIRED KNOWLEDGE, SKILLS, AND EXPERIENCE

* High School Diploma or equivalent

* At least two years' experience in a general office setting

* Experience in composing, typing, and proofing materials for accuracy

* Demonstrated ability to quickly learn and effectively use new technologies and software applications

* Intermediate proficiency with Microsoft 365 software programs including Outlook, Teams, Word, and Excel

* Typing skills of a minimum of 35 words per minute

* Desire and ability to work independently and with a sense of urgency on assigned tasks

* Strong listening skills coupled with compassion and an eagerness to provide an outstanding service to our guests and employees

* Demonstrated willingness to learn, adapt, and improve based on feedback and guidance from supervisors and peers.

WORKING CONDITIONS

* Most work is performed in the corporate headquarters located at 2727 Henry Ave, Eau Wisconsin.

* When workload permits there is an opportunity to work up to one day per week from home, in the State of Wisconsin.

* Work hours will generally be during the regular business week, Monday-Friday 8:00 a.m. to 5:00 p.m. CST.

* There may be variation in hours depending on the time of year and department demands, overtime is periodically required.

* Work is regularly performed in an office environment with low to moderate noise level, with occasionally distracting noises i.e., office equipment.

* Occasional out-of-town travel may be required and may span weekends.

HOME OFFICE REMOTE WORK REQUIREMENTS

* When workload permits there is an opportunity to work up to one day per week from home, in the State of Wisconsin.

* Must be able to provide a distraction-free workspace/environment

* Must have adequate space for a desktop computer with two monitors

* Requires a stable power source and dedicated high-speed internet with an ethernet connection and the ability to plug in your equipment to the modem and router during work hours.

* Internet connection cannot be Wireless, Wi-Fi extenders, Wi-Fi repeaters, or Hotspots.

PHYSICAL REQUIREMENTS

* The job requires the ability to sit or stand for extended periods of time, as well as some walking, bending, twisting, stooping, grasping, and reaching outward or above shoulders.

* This job requires the ability to lift, carry, push or pull up to 35 lbs.

* This job requires intense mental and visual concentration with computer usage throughout each workday.

Equal Employment Opportunity (EEO)

Holiday Vacations is committed to a diverse and inclusive workplace. We are an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, protected veteran status, or any other legally protected status.