Job DescriptionPOSITION SUMMARY:Responsible for assisting the Tour Director Operations (TDO) team with scheduling and administrative support. This role has a strong emphasis on staff communication, both written and verbal, to ensure the successful day-to-day operations on tours. Must have a strong attention to detail and be able to work in a fast-paced environment. Must deal consistently, professionally and discreetly with a variety of situations and deadlines. Required to work within a team structure and to prioritize among multiple tasks.KEY RESPONSIBILITIES:Systems management for staff and students, including:
- Creating and maintaining scheduling grids/workbooks
- Regular manual crosschecks with scheduling team members to ensure all information is accurate and up to date (tour status and guest counts)
- Import all Tour Director Schedule information manually from the Scheduling grid into the Scheduler system.
- Inventory management
- Will work directly with operations department to manage cabins and student inventory on river, land, and small ship cruising tours.
- AS400 Management
- Build Tour Director lines and manage all functions & confirmations in AS 400
- Manage Staff Training
- Train new staff on internal intranet system and booking system
- Tour Director & Office Communication
- Will assist with the communication between the Tauck office and Tour Directors.
- Will be in charge of communicating tour confirmations with Tour Directors (90 day advance x 4 times a year p/TD) and Pre-stays
- Oversee Scheduling mailboxes
- Oversee and maintain TDAlert spreadsheet
- Managing key administrative duties including:
- Reading and collating information from staff surveys (water)
- Liaising with Operations team regarding tour opener assignments and basic scheduling questions
- Manage the travel 45 day email process
- Manage the travel Allowance / pay deduction spreadsheet
- Will include regularly working in and managing internal systems (Scheduling, Workbooks, AS400, Travel Planner)
- Other administrative tasks and assisting with special projects on a needed basis.
- Assist with the planning and execution of the annual Tour Director Seminar
KNOWLEDGE/SKILL REQUIREMENTS:
- Bachelor's degree and five + years related personnel or logical scheduling experience
- Demonstrated intermediate to advanced skills in Microsoft Office (MS Word, Excel, Outlook, and PowerPoint)
- Exceptional oral and written business communications skills to communicate the Tauck Brand
- Ability to exhibit professionalism and excellence in dealing with challenging situations; handles pressure and stressful situations with grace and composure.
- Strong administrative skills and proven ability to develop systems to manage simultaneous detailed and timeline driven processes
- Ability to multi task and shift responsibilities quickly and frequently
About UsTauck is recognized as a world leader in deluxe escorted vacation tours; a fast growing company in a thriving industry. We offer more than 150 intriguing, all-inclusive vacations to the most popular worldwide destinations. These creative itineraries, with spectacular sightseeing and premium accommodations, are carefully choreographed to create enriching experiences and enlighten travelers interested in high quality, cultural vacations.Visit Tauck website for more information about the company.