Xanterra Travel Collection

Job Category:

Operations Otago


United States

Approximate Salary:

Not Specified

Office and Guest Documents 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 multi-tasker to coordinate the management of our office, equipment and grounds as well as the supervision of Document Services functions for the company. 

  • Document Services
    • Process and e-mail/mail welcome Packets, invoices, mail final documents according to established timelines
    • Manage address changes and undeliverable mailings
    • Manage Softrip exception reports to reflect changes and special requests
    • Process, mail/fullfill catalog requests
    • Softrip data entry, project based support as time allows
    • Discount and PE Codes build for marketing promotions
    • Database hygiene, deletions and changes
    • Supervise and coordination of vendors
  • Office Management
    • Organize daily office operations to include meeting space, common areas and reception
    • Inventory, maintain and order all office and specialty supplies, office equipment, furnishings and other resources
    • Coordinate equipment, buildings and grounds vendors and service providers as necessary
    • Maintain daily office operation and supplies for postage machine, copiers and printers
    • Manage inventory for stationary, USPS, FedEx and UPS envelopes and supplies
    • Receive and process all mail and deliveries
    • Assist in scheduling and coordinating company, brand, management team and vendor meetings/visits/events
    • Seek efficiencies in day to day office resources and operations
    • Participate in company committees as available
    • Supervise and coordination of vendors
  • Strong professional communication skills, both written and verbal
  • Exceptional organizational and attention to detail skills
  • Minimum of 3 years of experience in office operations
  • High level proficiency in Computer skills in Excel, Word and office equipment
  • Self-starter capable of working independently

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