JOB TITLE Office Manager & Operations Support
INDUSTRY The Following are noted as “All Companies”The Travel Society – Travel Agency Host AgencyPlanning Partners International – Full Service Logistical Meeting & Incentive Planning CompanyReligious Travel International – Specialty Tour & Travel Company
DEPARTMENT Administrative/Operations
LOCATION Primary: Cherry Creek Headquarters Office, Denver, ColoradoAlternate: Boulder Office for Coverage and Support
TRAVEL REQURIED Travel to Company Headquarters and Vendor/Training Meetings
COMPENSATION Salary
BENEFITS As outlined in the employee handbook

POSITION DESCRIPTION

Employee will act as Office Manager/ Operations Support (Entire Office Complex) for all companies: The Travel Society, Planning Partners International, and Religious Travel International.

Employee will act as Primary Receptionist for all companies.

Employee will need to have working knowledge of all companies, respective employees to direct all inquiries and information.

Employee will provide experienced operational support for our in-house and assigned independent contract travel agents. Position includes: Technical aptitude in Global Distribution Systems, Apollo and Sabre. Proven friendly customer satisfaction with company members (independent contractors, staff and vendors) is the benchmark for success in this position.

Employee will need to be certified as all companies notary public.

ALL COMPANIES – ROLES AND RESPONSIBILITES

  • Customer Service to our members, clients and guests by assisting with company operations and support
  • Provide a high level of customer service and professionalism with internal and external clients
  • Full comprehension of clerical duties. Conduct and Assist when required
  • Manage reception desk and functions of companies: (daily operations in terms of communication, telephones, visitors, appointments, deliveries, etc.).
  • Resolve internal client issues in a timely manner with written follow up when required
  • Working knowledge of transactions related to our organization to include international and domestic travel, meeting planning and geographic knowledge
  • Responsible for office logistics
  • Maintain ticket stock control and office supplies
  • Support management with special projects
  • Support management team with fulfilling travel arrangements
  • Supervise daily activities and performance of operations office and working prospective programs
  • Conduct vendor and operations support scheduling
  • Responsible for managing vendor presentations for Webinars
  • On-Site support as required
  • Liaison between Director of Operations (TTS, PPI), Managing Directors (TTS,PPI, RTI) and Independent Contractors (Members), Vendors and Staff
  • Manage Vendor office visits utilizing the established standard operating procedures
  • Maintain budget and cost structures to support company
  • Full working knowledge of Microsoft Office, Excel Worksheet and Word Documents
  • Set and manage vendor appointments using standard operating procedures
  • Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • Handling of the telephone / communications system
  • Maintain facilities by organizing office operations and procedures controlling correspondence

THE TRAVEL SOCIETY – TECHNICAL QUALIFICATIONS AND EDUCATION REQUIREMENTS

  • Customer Service to our members, clients and guests by assisting with company operations and support
  • Technical aptitude and ability to perform all levels Global Distribution Systems (GDS) Apollo and Sabre support, formats and functionality
  • Manage daily Interactive Reporting Corporation reconciliation
  • Secondary coordination of other Operations Staff Members (Operations Help Desk Support)
  • Manage mailings
  • Independently maintain office processes proficiently assemble weekly/bi weekly mail packets with efficiency
  • Effectually maintain ticket stock inventory and pars
  • Responsible for creating events which require RSVPs to interactive Vendor calendars for all TTS offices and independent contractors subscribed
  • Understand and implement IATAN certification/ recertification.
  • Understand and maintain Global Distribution System (GDS) project: One Airline Reporting Corporation (ARC) conversion.
  • Understand and implement Intra-Net Web Vendor Program as Login Administrator
  • Lead Services Funds Administrator
  • Process and maintain Global Distribution System Queue Manager
  • Create and maintains Global Distribution System (GDS) profiles
  • Complete and maintain Airline Report Corporation ARC Weekly Reports. Must have a comprehensive knowledge of Domestic and International Fare Interpretations/ Calculations and Exchanges
  • Maintain Airline Reporting Corporation Certified Specialist Status
  • Deliver operational modifications within the organization to include GDS technical processes as well as organizational changes
  • Ability to conduct and deliver conclusion GDS (Apollo & Sabre) formats and scripts, domestic and international transactions. Submit written notes for follow up with management and Travelport on submitted incident reports
  • Proficient in ClientBase administrative functions. Ability to manage profiles, create and maintain marketing settings, query agent profile and marketing reports
  • Independently maintain professional and technical knowledge by attending educational workshops
  • CURRENT WORKING KNOWLEDGE of GDS (Apollo & Sabre) procedures and airlines policies. Ticket Exchanges/Contract formats/Queue Manager/Hotel & Car booking functionality
  • Knowledge of GDS Scripts
  • Knowledge of Electronic Miscellaneous Documents
  • Intra-Net Web – ability to input, revise and monitor information
  • Candidate must have a minimum of five (5) years (or equivalent training) current in the travel industry booking and fulfilling corporate, leisure, domestic, and International travel in Global Distribution Systems (GDS) in both Apollo and Sabre
  • Apollo proficient to include knowledge of GDS formats and functionality to include both domestic and leisure
  • Knowledge to recommend, book and council independent contractors with travel insurance, passport and visa services and supplier website booking engines
  • Working knowledge with ability to demonstrate the SmartPoint application
  • Manage and maintain various website administrative functions
  • Sabre GDS basic knowledge necessary
  • Able to perform administrative functions, council, navigate, query and generate reports in ClientBase
  • Airline Reporting Corporation (ARC) Certified (note: this is a requirement of job, may be hired knowing that certification will be completed)
  • Proficient in Microsoft Excel, Word, PowerPoint and Microsoft Office

ALL COMPANIES – PREFERRED SKILLS

  • Candidate must possess excellent customer service skills both orally and written
  • Proven effective customer service techniques and communication for conflict resolution
  • Productive, efficient, with a pleasant responsive personality
  • Ability to effectively multitask, prioritize and redirect project workload to completion
  • Dependable work history
  • Excellent time management skills
  • Analytical and problem solving track record
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