CUSTOM GROUPS – OPERATIONS & UK GROUPS EXECUTIVE - Fixed Term

Location
London (Central), London (Greater)
Salary
Competitive
Posted
16 Aug 2019
Closes
16 Sep 2019
Job function
Operations
Hours
Full Time
Contract Type
Contract

We have a great opportunity for a pro-active and motivated person to join our team as a Custom Groups Operations Executive. The role offers the right candidate a chance to learn about a creative and exciting part of the business; private group charters. Each trip is bespoke and designed individually, covering a range of special interests.

You will work closely with our global sales offices, along with existing suppliers and build relationships with new suppliers.

Additionally you will have the exciting role of working on all group opportunities for the UK & EU markets.

This is a maternity cover position that could evolve into a permanent position depending on the needs of the business at the time.

The Role

OPERATIONS

  • Checking and planning tour itineraries
  • To look for new suppliers according to group requests and getting the group rates and prices from them; negotiating and contracting the services. This includes, but isn’t limited to; tourist venues, restaurants, local guides, coaches and tickets
  • Booking all services for each group within budget and related components
  • Planning and operation of each group from start to end
  • Compiling Tour Pack for Tour Directors
  • Liaising with Travel Directors before, during, and after the tour to ensure the tour runs successfully
  • Support overseas sales offices regarding any queries related to destinations, itinerary, venue details, information about Tour/Travel Directors, Tropics related issues, etc.
  • Action all incoming opportunities for Trafalgar, Costsaver, Insight Vacations and Luxury gold from the UK & research/create viable itineraries that meet the brief
  • Provide quotes, using In Design software for creating contracts, and input all contracts, data/correspondence in Salesforce
  • Work collaboratively with field Sales Managers to reach targets & provide an excellent circular customer service experience
  • Provide multi branded support to the Operations Team
  • Providing support to the General Manager Global Groups

    UK & EU GROUPS

  • Qualify through CSP and action all incoming opportunities, and customer service calls for Trafalgar, Costsaver, Insight Vacations and Luxury Gold, accurately and efficiently.
  • Research and create operationally viable  itineraries that meet and exceed the customers brief
  • Actively pursue new group business by canvassing for new work and building strong relationships with agents and consumers
  • Use resources to stay abreast of travel trends and new destinations to enhance department offerings , ensuring your product knowledge meets expectations
  • Use customer service and sales skills to maximize the conversion of each customer opportunity.
  • Strive to meet and exceed  regional/team and department targets
  • Develop and maintain relationships with customers from the beginning of the lead through post-trip follow up and through potential future sales.
  • Provide quotes for land and air for brochure groups, providing proper and timely updates to the in-house reservation system Tropics. 
  • Keep accurate track of booking processes through utilizing SalesForce.
  • Maintain well organized files with accurate information for pricing, itineraries and contracts.
  • Issue group contracts, within department/client timeframes. Use In Design software for creating contracts, and input all contracts, data/correspondence in Salesforce.
  • Generate sales opportunities through various channels of customer contact, including outbound calls to follow-up with leads and past guests.
  • Work collaboratively with DSM’s to reach targets & provide an excellent circular customer service experience
  • Liaise between operating  offices and agents
  • Process and generate rooming lists, itineraries, vouchers, invoices, final travel documents, extra services, cancellations, insurance, payments, commission requests, hotel and air confirmations, accounting.  

About you

  • Carry good organizational and time management skills and be able to effectively handle multiple priorities and meet deadlines
  • Be collaborative, able to work in a team-based environment as well as on his/her own initiative and willing to be ‘’hands-on’’
  • Must have exceptional customer service skills and a strong customer orientation with a ‘can-do’ attitude.
  •  Eye for attention to detail, ability to identify issues and implement processes to prevent errors
  • Decisiveness - ability to resolve conflicts between different parties in a dispute and find suitable solutions to challenges
  • To possess a good ability in maintaining their composure and objectivity when under pressure (from various agents, all at once)
  • Good team player and willingness to help others when required
  • The candidate will be a self -starter with strong people skills
  • Able to think on their feet and build sustainable relationships. You will have excellent problem-solving skills, be a good communicator with the ability to work in a fast-paced, ever-changing multi-cultural travel environment.
  • A solid working knowledge of Microsoft Word, Excel, Outlook and the Internet
  • Experience using Tropics, particularly the Operations module would be an advantage
  •  Previous  experience in the Travel  Industry, ideally in tour operations
  • Another European Language highly regarded

    Working Hours

    Monday to Friday, 9:00am – 5:30pm, however during busy periods we would like you to be flexible and be prepared to work longer hours if necessary.  

    If you’re interested in applying, please email your CV and introductory email by clicking "Apply Now"

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