Xanterra Travel Collection

Job Category:

Operations Otago


United States

Approximate Salary:

Not Specified

Hotel and Vendor Coordinator

Xanterra Travel Collection - Williston, VT

Posted: 12/8/2018


Join VBT and Country Walkers; an award-winning, Vermont-based active travel company and be part of our high performing, international team. We offer deluxe, small-group bicycling and walking tours worldwide at a variety of different levels and paces. Positively impacting people's lives through active travel experiences is what we’re all about!  We're seeking a Hotel and Vendor Coordinator to manage all trip logistics for an assigned region to include secondary contracting, vendor communication, inventory management, air and land transfers, and tour product build.

  • Strive to meet excellence goals in all areas of trip logistics for both VBT and Country Walkers brands.
  • Create strong relationships with all vendors; assist with resolution of vendor issues.
  • Manage secondary vendor partnerships including the negotiation of costs and contracting for restaurants, transportation, and activities; ensure all signatures and rates are confirmed.
  • Manage on-going communication with both hotels and secondary vendors in regards to status reports, rooming lists, late guest adds/cancellations, tour cancellations, and inventory requirements.
  • Create and manage hotel and secondary vendor files.
  • Build tour packages including the creation of all services, costs, and departure dates in the company reservation system.
  • Manage room allocations; work with sales and customer service to ensure that trip inventory is correct and adjusted as needed.
  • Request and confirm all Air Package and Flight + Tour Combo pre/post and extension reservations with world-wide hotels and operators. 
  • Assist Product Directors with the creation of new packages.  Create and update Air Flow Charts.
  • Coordinate guest transfers and provide all transportation companies with transfer grids and updates as needed.
  • Coordinate and schedule “meet and greet” personnel for relevant tours.
  • Run and send quality reports to all hotels and secondary vendors as requested by Product Directors.
  • Assist with research and development of new properties, transfer companies, and secondary vendors as needed.
  • Work with guides and leaders to create route directions and maps. 
  • Assist Product Directors with the creation and updating of confirmation packets, handbooks, and all relevant marketing materials.
  • Assist with after-hours emergencies as needed when contacted by On-Call International.
  • College degree or relevant professional experience
  • 1-2 years office or administrative experience with an emphasis on customer service
  • Ability to work independently and meet strict deadlines
  • Extremely detail-oriented, organized, and able to multi-task in a fast paced environment
  • Willingness to become proficient in our reservation system for guest and tour maintenance
  • Ability to approach a fast-paced and constantly changing industry with flexibility, creativity, and a positive attitude
  • Strong interest in active, healthy worldwide travel preferred
  • Travel industry experience preferred
  • Basic mathematical skills and contract negotiation skills required
  • Exceptional written and oral communication skills required
  • Exceptional technical skills; computer operations, systems navigation, data entry required

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