Xanterra Travel Collection

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United States

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Purchasing Administrative Assistant

Xanterra Travel Collection - Eau Claire, Wisconsin

Posted: 11/15/2018


Holiday Vacations in Eau Claire, WI is a global provider of deluxe guided vacations to over 65 destinations world-wide by air, rail, motor coach and cruise.  Our care and concern for our guest is our top priority. Our over forty five years of experience, dedication to personalized guest service and professional relationships with quality hotels, restaurants, attractions and other suppliers assure our guests a carefree and memorable vacation.


Holiday Vacations is seeking an Administrative Assistant to Purchasing Department to work under the supervision of the Director of Purchasing and is responsible for assisting in administering all duties and projects that come under the responsibility of the Purchasing department.


Work is performed in the corporate headquarters in Eau Claire, Wisconsin. This is a full time position; hours of work will generally be during the regular business week. There will be some variation in hours due to the time of year and department demands.


  • Maintain current, organized files and charts on supplier contracts
  • Record and file supplier confirmations and deposit information
  • Send required deposits/prepayments
  • Assist with documentation of inventory adjustments
  • Assist with creating vendor services and subsequent hotel bookings in Peak 15
  • Assist with sending manifests to suppliers
  • Assist with sending dates to suppliers
  • Assist with pending and cancellation communication to vendors
  • Establish and maintain effective communication and professional relationships with suppliers
  • Serve as a liaison between coworkers and suppliers
  • Follow-up with the Tour Consultant Department on past due final payments, conditionals and holds
  • Perform the proofing of print materials for meals, attractions, and hotel elements
  • General filing of purchasing documents
  • Answer sales calls and guest inquiries
  • Other duties as assigned


  • Associate degree in related field and/or equivalent work experience
  • Works effectively and displays a positive can-do attitude with a variety of personalities and situations
  • Must exercise good judgment, decision making and problem solving
  • Strong telephone communication skills and etiquette
  • Must be highly organized and detail-oriented
  • Strong written and verbal communication skills
  • Ability to handle multiple tasks
  • Proficient in Microsoft Word and Excel software programs
  • Knowledge of Microsoft Access preferred
  • Basic math skills



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