Travel Operations Specialist

Inside Travel Group•Broomfield, CO

About The Position

We are recruiting a Travel Operations Specialist for our global Booking Delivery Team in Broomfield, CO. This is an exciting opportunity for an administrator with a good knowledge of travel operations and a passion for providing an excellent support service to our clients. You will be securing services for our client bookings and generating client’s final travel documents, ensuring that the final documentation is prepared accurately and using the most up-to-date information. You’ll play a vital role in making sure that all the services are booked appropriately, and you will generate final travel documents for clients. The essential cog between our Travel Consultants and our suppliers; this varied role will primarily see you managing a mix of booking queues, reservations and requests, balancing availability and logistics with client needs and preferences, to ensure the smooth delivery of high-quality group tours and tailor-made trips. You will also be responsible for the generation of our client and tour leader travel documents and will play an integral role in keeping stored client and product details up to date to ensure these automated documents are flawless. From time to time, you may also be assisting with administrative sales-related tasks such as preparing transport tickets, handling deliveries, or perhaps printing, compiling and sending travel documents to our clients.

Requirements

Passion for Japan/Asia as a travel destination – With a desire to help others discover the country
Strong geographical and logistical understanding of Japan and our core destinations
Familiarity with the processes involved in confirming a wide range of travel arrangements
Well-developed problem-solving skills – With the ability to use own initiative with confidence
Independence and organization – Ability to able to handle a volume of complex tasks simultaneously
A high level of productivity and accuracy – You’ll need to get a lot done at a high quality, sometimes under tight time pressures
High quality communication/interpersonal skills in emails, in-person and on the phone
Proficiency in MS Office (Excel, Word, Power Point, Outlook, Teams and SharePoint)
Advanced level of English, both written and spoken

Nice To Haves

Japanese language skills are a bonus but not essential!

Responsibilities

Confirm travel arrangements (e.g., accommodation, restaurants, activities, excursions, guides, transportation, etc.) using phone, e-mail, e-Fax, and online reservation systems
Utilize our ‘Master Planner’ to monitor, book, and schedule our Insiders (Tour Leaders) and freelance tour leaders as required for tailor made trips
Maintain strong, mutually beneficial relationships with our suppliers and external partners to secure the delivery of our trips
Input relevant and accurate reservation details into Axum to ensure smooth generation of Info Packs for clients and reliable information for Travel Consultants
Accurately record costs of services in Axum, liaising with the Finance Team so supplier invoice payments and refund transactions can proceed smoothly
Check final travel documents (Info-Pack) with the tickets and package the deliverables with the accompanying welcome letter for our clients prior to their arrival
Monitor shared inboxes to assist our Sales teams with queries, issues and requests
Conduct quality control of Group Tour bookings in Axum, planning tasks, sending reminders, checking client arrangements and altering client documents to ensure all information held is correct and complete