Program Administrator

Yellow Dog Fly Fishing • Bozeman, MT

1d • $45,000 - $50,000 • Onsite

About The Position

The Program Administrator supports the delivery of Yellow Dog’s domestic and international fly-fishing travel programs by coordinating post-booking client information, travel logistics, documentation, partner communications, and post-trip follow-up for assigned destinations. The role is a key point of contact among clients, Program Directors, destination partners, and the broader Yellow Dog team, helping ensure accurate information, responsive service, and well-coordinated travel from booking through return.

This is an in-office administrative and travel-logistics position, not a sales, guiding, or travel-based role. Destination assignments and coverage responsibilities may vary. The position is generally scheduled for 40 hours per week, Monday through Friday, in a collaborative, fast-paced office environment. Periodic participation in company events, special projects, or time-sensitive client travel matters outside regular business hours may be required.

Requirements

• Strong attention to detail and commitment to accurate, complete work.
• Excellent written, verbal, telephone, and customer-service communication skills.
• Highly organized and self-motivated, with the ability to manage multiple priorities, deadlines, clients, and changing travel details in a fast-paced environment.
• Sound judgment, resourcefulness, and the ability to identify issues, solve problems, and escalate appropriately.
• Ability to collaborate across teams while working independently and maintaining accountability for assigned responsibilities.
• Ability to learn and adapt to evolving customer-relationship, travel-planning, accounting, payment, communication, and data-management systems.
• Ability to maintain confidentiality and appropriately handle sensitive client and company information.

Nice To Haves

• Experience in travel planning, logistics, concierge services, hospitality, administration, or a related client-service environment.
• Knowledge of international travel, fly fishing, and assigned destinations; this may be required for certain destination assignments.
• Experience with Microsoft 365, Outlook, QuickBooks, Salesforce, and other data-management tools.

Responsibilities

• Manage and track active client trips for assigned destinations from confirmed booking through post-trip follow-up.
• Collect, review, and maintain client information, travel details, forms, and destination-specific requirements.
• Create, review, and distribute itineraries, trip-planning documents, confirmations, and other client-facing travel information.
• Coordinate flights, lodging, transfers, baggage requirements, schedules, and customized pre- or post-trip arrangements as applicable.
• Communicate destination requirements and travel-planning guidance using company-approved information and resources.
• Monitor reservations, identify outstanding information or action items, and follow up with clients, partners, and internal team members.
• Track schedule changes, delayed information, disruptions, and other developments affecting travel or partner arrangements, escalating concerns appropriately.
• Serve as a primary planning and logistics contact for clients traveling to assigned destinations and provide timely, professional support through approved channels.
• Communicate deadlines, requirements, outstanding needs, and logistical information throughout trip planning.
• Respond to or route client and prospective-client inquiries received through company phone lines, shared inboxes, and other assigned channels.
• Support approved client payment, invoicing, and travel-insurance communications within role boundaries and company procedures.
• Coordinate post-trip follow-up and feedback collection, and share relevant information internally.
• Liaise with clients, Program Directors, lodges, outfitters, destination management companies, transportation providers, and other travel partners.
• Communicate required client and travel details to destination partners and confirm arrangements before guest arrival.
• Work with Program Directors and fellow Program Administrators to maintain clear handoffs, consistent service, and visibility into trip status and client needs.
• Develop and maintain effective working relationships with assigned travel partners to support communication and problem resolution.
• Maintain accurate, complete, and current client, reservation, trip, task, and communication information in company-approved systems.
• Document material client and partner communications so authorized team members can understand trip status, outstanding needs, and active concerns.
• Create and maintain destination-specific templates, reference materials, contact information, and coverage resources.
• Use company systems and tools consistently, participate in training and process changes, and assist with testing or user support when assigned.
• Protect confidential client, travel, health-related, and payment-related information through approved systems and procedures.
• Provide defined administrative and travel-logistics coverage for colleagues’ destinations during absences, high-volume periods, and urgent situations.
• Provide defined operational continuity for Program Directors during travel or absence, without assuming sales, pricing, contracting, accounting, or Program Director authority unless specifically assigned, trained, and authorized.
• Support timely resolution of urgent client travel matters within established authority and escalation procedures.
• Assist with interviews, onboarding, training, special projects, operational initiatives, company events, and general office or cross-departmental needs as assigned.
• Perform other related duties consistent with the purpose and level of the position.

Benefits

• Company-sponsored health insurance.
• Voluntary dental and vision insurance.
• Flexible spending account (FSA).
• Paid vacation.
• Retirement plan match after 2 years.
• Quarterly bonuses based on program sales and overall program and company performance.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed