Operations Coordinator - Full-time / Part-time

A successful luxury travel company is looking for a

Operations Coordinator

SUMMARY:

This position is primarily responsible for coordinating and overseeing the successful operation of one, or more ships through the flow of information to Hotels, Ground Suppliers, and European Staff and internally with group and sales agents by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Works to a set Calendar of tasks for day to day operations.
• Maintains hotel blocks and releases and requests space, including extra nights and upgrades. Runs reports.
• Creates accurate manifests to convey appropriate "cruise" information and sends to necessary suppliers, utilizing the reservation system.
• Confirms services with ground suppliers through monthly updating of passenger numbers. Maintains costing sheets per departure for costing control.
• Generates, compiles, packages and sends customer final documents. Works with the Group department to ensure all groups run smoothly.
• Coordinates any requests for custom services, in a timely manner and quote pricing to the end user.
• Answers operations questions from the Group and FIT department.
• Works with the air department to ensure air tickets are issued in time and accurately. Negotiates with suppliers for contracted and custom services.

ACCOUNTABILITY:

Quality control through the accurate reporting of data to suppliers - either confirming services or passenger numbers or through accurate information on manifests and emails.

Control costs through managing confirmed services

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

Intellectual

• Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.
• Design - Generates creative solutions; applies design principles; demonstrates attention to detail.
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Project Management - Coordinates projects; communicates changes and progress; completes projects on time and budget.
• Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Interpersonal

• Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Leadership

• Visionary Leadership - Displays passion and optimism; inspires respect and trust.
• Delegation - Gives authority to work independently.
• Leadership - Exhibits confidence in self and others; inspires and motivates others to perform well; accepts feedback from others.
• Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.

Organization

Business Acumen - Displays orientation to profitability; demonstrates knowledge of market and competition; aligns work with strategic goals.

• Cost Consciousness - Works within approved budget; develops and implements cost saving measures; conserves organizational resources.

• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
• Organizational support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; supports affirmative action and respects diversity.
• Strategic Thinking - Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.

Self-management

• Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
• Motivation - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; sets goals and objectives.
• Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
• Safety And Security - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.
• Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work.