Operations Coordinator

WorldStrides•Vienna, VA

13d•Hybrid

About The Position

To hire, train and manage on-site personnel for the Non-DC market to include Boston, New York City, Philadelphia, Lancaster, Gettysburg, Charlottesville and Williamsburg hotels and to assist when needed with the Washington, D.C. market. Primary goal is staffing qualified and competent on-site personnel to provide exceptional service to our WorldStrides customers while on tour. Maintain a strong relationship with the core staff of on-site coordinators through consistent and meaningful personal interaction. Serve as a resource for the on-site coordinator staff. To function as a contributing member of the Operations division through effective communication and assisting other staff members as needed.

Requirements

Four-year bachelor’s degree preferred
Three years’ experience in office environment with a strong ability to manage multiple tasks.
Proven strengthens in organizational and interpersonal skills and attention to detail.
Capability to schedule and position personnel, while simultaneously processing payroll and paperwork with accuracy.
Ability to work independently under deadline pressure.
Available to work hybrid from home and in the Washington, D.C. office and travel out-of-state periodically.
Strong verbal communications, with visual-proofing skills for documents.
Computer skills to include, but not limited to, a clear understanding of Microsoft based systems.
Proficient in both WORD and EXCEL programs.

Nice To Haves

ACCESS and ADOBE a plus.

Responsibilities

Maintain familiarity with Non-DC hotel properties and security arrangements. Accumulate knowledge of public facilities and tour sights to serve as an effective resource.
Serve as a channel for business communications.
Look for ways to maximize financial resources.
Continually seek out ways to improve internal systems for efficiency and usefulness.
Continually seek out ways to improve on the tour product.
Additional duties may be assigned.
Hire qualified On Site Coordinators (OSC) for Non-DC based hotel properties and assist the Washington, D.C. market as needed.
Schedule/Positioning of on-site coordinators in Boston, New York City, New Jersey, Philadelphia, Lancaster, Gettysburg, Charlottesville, and Williamsburg to include but not limited to:
Payroll approval
Per diem requests
Expense report approval (for both Non-DC & DC on sites)
Assist with Travel arrangements – flights and car rentals as needed
Help design and conduct On-Site Coordinator training sessions.
Help maintain current paper/digital forms. Design new forms and reports when needed.
Help update the On-Site Coordinator Information Resource (OSCIR) website and On-Site Coordinator Handbook on a yearly basis.
Maintain contact with New York Operations staff. Act as the liaison between staff and the core On Site Coordinator staff.
Work with the New York Operations staff on the scheduling of Field Specialists for luggage assistance at the hotels.
Maintain contact with all members of the Non-DC On Site Coordinator Team in the noted destination cities.
Work with the Non-DC Hotel Department team on the scheduling and confirmation of On Site Coordinator stint assignments.
Work with Director to determine compensation arrangements.
Monitor performance and provide feedback.
On Site Coordinate on an occasional basis, to include some out-of-town travel
Facilitate and/or perform training of staff members as requested. Assist in updating a training manual covering all functions of area of expertise.
Maintain accurate and up-to-date documentation.
Foster communication between on-site coordinators staff, other departments, and management.
Maintain knowledge of company policies and procedures to serve as an effective member of the staff.
Support company policies and management decisions with professionalism and importance. Communicating changes effectively and quickly.
Seek out and participate in internal and external programs that facilitate personal and professional growth.
Track days off; write and deliver self-performance appraisals to the Manager of On Site Coordinators on an annual basis.
Identify and discuss personal and professional growth goals with the Manager of On Site Coordinators and upper management.