Program Coordinator

Primary responsibility of the Program Coordinator is to coordinate and deliver successful travel programs, working within the reports to the General Manager.  Responsible for executing administrative and operational tasks, coordinating logistical details for programs to ensure high quality experiences for our guests.

Job Responsibilities:
 

• Coordinate all logistics and arrangements pertaining to assigned programs.
• Performs a variety of administrative tasks, which includes preparing program materials, payment letters, supplies, initiating new documents and/or revising materials as necessary (e.g. itinerary, activity reports, group leader files, etc.), and updating internal track systems accordingly.
• Prepare and process confirmations for program activities (hotels, restaurants,
  instructors, activity providers, excursions etc), draft correspondence, maintain constant communication and follow up with vendors. 
• Handle changes in program administration which include cancellations, processing requests, communication with guests, etc.
• Set up and attend meetings: briefing and debriefing group leaders/tour escorts, soliciting feedback for program improvements. 
• Document meetings for internal files and team communication. 
• Track program evaluations and make recommendations/changes where  experience.
• Communicate with clients, respond to inquiries by program participants. 
• Develop and maintain program materials and resource files.
• Request proposals and rates from vendors. 
• Draft/update program budgets and internal databases as needed. Research potential program resources.
• Meet and greet the group on site as needed. Be available to Group Lead where
  necessary; may be required to travel to check on the quality of programs and/or source new vendors as needed.
• Assist with new projects as required by supervisor, including but not limited to Sales and Marketing requests and other company initiatives.

Required Experience/Skills:
 

• At least 3 years experience in project coordination/management, administrative support, and/or combination of relevant work experience.

****Position is full-time, Monday-Friday 8a-5p***