Program Coordinator

Travel Program Coordinator

Primary responsibility 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.
• Consistently maintain, track, and order program supplies as needed.
• Request proposals and rates from vendors.
• Draft/update program budgets and internal databases as needed.
• Participate in meetings, work on collective and individual goals with supervisor.
• Improve team efficiency by being a good communicator and responsible team player.
• 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.
• Other projects and duties as assigned.

Required Experience/Skills:

• At least 3 years of administrative support and/or combination of relevant work experience.
• Must be detail-oriented and have strong organizational and time management skills.
• Possess the competency to effectively manage and implement multiple projects while maintaining professionalism and a positive attitude; must be able to meet deadlines, is flexible and able to perform well in a dynamic work environment.
• Possess a solid work ethic, strong analytical skills, is a problem solver and creative thinker.

Desired Experience/Skills:

• Strong understanding and working knowledge of Hawai'i, and/or the Pacific Islands region and culture
• Familiarity with the travel and tourism industry
• Experience and working knowledge in using social media and other communication