Administrative Assistant

Job Description

Job Description

Travel isn’t just what we do—it’s who we are.

At Smoky Mountain Distributors, we’re redefining what it means to work in travel by helping families experience more while spending less. We’re a team of go-getters, dream builders, and memory makers who believe that work should be just as rewarding as the destinations we offer. If you’re looking for a career that’s exciting, people-focused, and full of opportunity, you’ve found it.

The Administrative Assistant is the organizational backbone of the office, ensuring smooth coordination between departments and supporting daily operations with precision. The role involves managing communications, maintaining records, and assisting in the preparation and distribution of essential documents like contracts and client information.

ESSENTIAL JOB FUNCTIONS

• Provide consistent, timely administrative support across all departments, with a primary focus on sales, ensuring that team members have the tools and resources needed to excel.
• Accurately document client communications, and other essential information. Maintain organized digital records, ensuring data integrity and privacy.
• Oversee all cash transactions within the office, following established protocols for security, records-keeping, and reconciliation. Ensure that all cash is handled with utmost care, accuracy, and confidentiality.
• Type, review, and manage all contracts generated on the sales floor. Ensure appropriate filing, compliance, and timely delivery to relevant parties.
• Verify client eligibility during check – in, ensure accurate and complete entry of client information into digital systems, and confirm that all necessary documentation is prepared and distributed.
• Serve as the primary point of contact for internal and external inquiries, fielding calls, emails, and messages with professionalism and urgency. Facilitate effective communication between departments and with clients.
• Utilize essential office software (including Microsoft Excel and Word), and specialized travel club tools such as Track Results and Zoho. Ensure all usage aligns with best practices and that new users are appropriately trained.
• Facilitate a welcoming and supportive environment for both clients and staff. Assist with gifting processes, resolve issues promptly, and uphold SMD’s commitment to exceptional service.
• Handle all sensitive information, financial details, and client records in accordance with privacy regulations and company policy.

QUALIFICATIONS

• High school diploma or equivalent
• At least one year of experience in a similar role
• Strong computer skills with proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with database management, and CRM systems.
• Ability to learn new digital tools and software quickly.
• Communication and Interpersonal Skills: Excellent written and verbal communication skills, with a clear, friendly, and professional manner.
• Ability to work effectively with a diverse group of members, staff, vendors, and partners.
• Outstanding organizational and multitasking abilities, with keen attention to detail.
• Proactive, flexible, and adaptable to changing priorities and environments.

SMD is committed to fair, consistent, and lawful hiring practices. Employment decisions are based on job-related qualifications, skills, experience, and business needs. SMD provides equal employment opportunities to all applicants and does not discriminate on the basis of any characteristic protected by applicable federal, state, or local law. Reasonable accommodations are available during the application and hiring process for qualified individuals with disabilities; applicants may contact SMD to request assistance.