Operations Coordinator, Field Staff

  • 3131 Elliott Ave, Seattle, WA 98121, USA
  • Full-time

Company Description

TCS World Travel has hosted guests on adventures of a lifetime for over 25 years. We have developed and operated over 250 expeditions to more than 200 destinations. Our all-inclusive journeys deliver unparalleled and meaningful experiences in unique destinations around the globe. TCS operates luxury jet tours under its own brand as well as for strategic partners, including National Geographic and Four Seasons. In 2017, TCS World Travel was named #1 Tour Operator by Travel + Leisure magazine.

TCS World Travel is a member of Travelopia, which is the world's largest collection of specialist travel brands. Each brand is individually operated, creating unique experiences that are centered around specific destinations, passions or interests.

Job Description

TCS World Travel is hiring an Operations Coordinator to join our team in Seattle. The Operations Coordinator serves as liaison to all departments within Operations, as well as other departments in the company. This position coordinates personnel management for Field Staff, including Expedition Staff and Trip Physicians, and provides general administrative support to the Operations Department, specific to Field Staff. Our ideal candidate has 2+ years of general office and administrative support experience.

Essential Functions:

Data Entry & Maintenance

  • Input data in various spreadsheets and databases
  • Gather and file Trip Reports
  • Maintain personnel files

Personnel Coordination

  • Coordinate staff mailings with Guest Services to ensure that staff receive all necessary information
  • Consciously build rapport and relationships with domestic and international Field Staff

Accounting

Liaise with accounting staff on:

  • All Field Staff contracts
  • All staff financial/expense reporting and expense reimbursement
  • Evaluation scores to process quarterly bonus payments for Field Staff
  • Visa invoices and payments

Fulfillment & Equipment Management

  • Coordinate with Program Management to ensure all advance packs are shipped to the correct address by determined deadline
  • Track amenities and equipment sent to staff (iPads, Phones, Brand Specific Amenities, etc.)
  • Maintain company phones

Evaluations

  • Initiate and compile guest evaluation feedback regarding Program, Field Staff and Physicians and submit to Field Staff Manager for distribution

Other

  • Maintenance and development of internal documentations
  • Assist with Ad Hoc projects for Operations or other departments
  • Assist with Field Staff Training Initiatives
  • Assist Field Staff department as needed
  • Able to travel for the company as needed

Qualifications

Required

  • Requires 2+ years demonstrated administrative management experience ideally in an office environment
  • Strong attention to detail, and a demonstrated ability to organize, track, and effectively manage multiple, highly-detailed systems, processes, and programs
  • Discretion with sensitive information
  • Demonstrated ability to effectively manage conflicting/multiple priorities gracefully and with limited supervision
  • Strong oral, written and aural communication skills
  • Routine use of Microsoft Office and other common business software
  • Demonstrated ability to build spreadsheets and track complex expenses

Preferred

  • Experience with or exposure to international currency exchange calculations and business expense management is helpful
  • Luxury travel experience or personal experience with rare, unique, or unusual destinations

Additional Information

All your information will be kept confidential according to EEO guidelines.


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