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 RESPONSIBILITIES: 
 
To take over tour files at confirmation stage in order to make all necessary operational arrangements:
 
  • Liaise closely with team members and tour directors, establishing a timed schedule for each programme
  • Accurately book all services required for the successful operation of a tour within budget and agreed timeframe - making hotel and transport reservations, booking local guides and group visits to places specified in the itinerary, train tickets etc. 
  • Check costings and itinerary content of programmes which have been set up by other team members
  • Identify and implement reductions in operational costs (which will require negotiations with suppliers)
  • Provide accurate reconfirmations and tour documentation to all suppliers, including tour directors
  • Provide tour directors with tour expenses in good time
  • Prepare and provide final invoices for each tour
  • Ensure the emergency ‘Bible’ contains all necessary information for the provision of an emergency service
  • Resolve problems which may occur during the course of a tour
  • Provide emergency mobile telephone service on a rota basis 
  • Maintain professional relationships with all suppliers, tour directors, colleagues and clients at all times, including face-to-face sales and operations meetings.
 
Financial:
  • Assist the Accounts Department with invoice queries as they arise
  • Enter financial data onto Travel Studio in a timely and accurate manner
  • Ensure that correct payment has been received from a client by the agreed dates
  • Ensure that client commission payments are made within an agreed time limit
Quality Control / Customer Service:
  • Actively highlight potential CS/QC issues and take steps to avoid them
  • Follow up on CS/QC issues as soon as they arise and keep colleagues and the manager informed at all times
  • Compile a detailed report of your investigations (which colleagues/your manager can use in replying to clients)  
  • Log all tour feedback (positive and negative) to be shared with team members and other departments
 
General:
  • General office duties such as answering telephone etc.
  • To conduct special projects as requested by the manager 
  • Any other reasonable duties as requested by the manager
 
EXPERIENCE & QUALIFICATIONS:
Essential
  • Excellent organizational skills and keen attention to detail
  • Excellent command of the English language, spoken and written, including creative writing
  • Good level of geographical and general knowledge of Europe
  • University degree or similar OR relevant work experience
  • Up-to-date knowledge of Outlook, Word, Excel 
  • Preferably some knowledge of one other European language
 
This Role Profile highlights the key responsibilities but is not intended to be exhaustive.
If you would like to learn more about the position or apply please send your CV, salary expectations and cover letter to: [email protected]