Charter Coordinator

Charter Coordinator

Requirements

• BA/BS degree or equivalent industry experience
• Group travel experience and knowledge of expedition travel
• Proficient computer skills in the Windows operating system and Microsoft Office, including Word & Excel
• Strong time management skill, capable of multi-tasking, setting priorities, problem solving and meeting deadlines
• The ability to work independently as well as with others in a team environment

Responsibilities

• Serve as the main liaison and resource for all communications, operations and financial functions for charters.
• Customize special arrangements, speakers, events, innovative events/programming ideas and arrange pillow gifts.
• Ensure that all special activities and services are expertly arranged in advance from audio/visual equipment, entertainment, dining, onboard presentations, special receptions and more.
• Create invoices, manage deposits, confirm receipt of payments and reconcile all payments.
• Liaison with the operations and communications teams to ensure proper distribution of all pre/final and post-travel documentation.
• Manage guest manifests, information forms, flight questionnaires, medical forms, credit card forms, and other pertinent documentation required to complete bookings and service guests.
• Manage bookings and all special requests for guests and group coordinators. Ensure that our ships are briefed on special arrangements and or presentations to help the charter achieve their objectives.
• Coordinate with the charterer to ensure that they are kept up to date on any itinerary or program changes.
• Participate in reservation/operations operational briefings as needed.
• Work closely with the Sales Team to plan and execute the charter experience onboard.
• Work with the onboard team to ensure that the charterer has their logo, branding and messaging in place onboard.
• Manage all incoming calls and email communication.
• Handle and resolve conflicts or guests service issues by recommending and or providing alternative solutions.
• Participate in post voyage briefings.
• Perform other duties as assigned.

Preferred Qualifications

• Experience in event planning or concierge experience