Tourism - Operations Coordinator

OPERATIONS COORDINATOR Tourism Industry - International Inbound Tour Operator - Madrid **Full time (40 hours/week) - Starting ASAP** Go West Tours is a Receptive Tour Operator based in San Francisco, specialized in quality travel in United States of America & Canada. We customize products for Leisure and Incentive Groups, as well as individual clientele (FITs). These are sold only through travel professionals, such as Travel Agencies and Tour Operators. With over 30 years of experience and offices in three continents, we are now one of the most recognized Destination Management Companies and Tour Operators for the North American destinations. We are currently looking for a highly organized Operations Coordinator based in Madrid to join our Tour Directing and Transportation Department. The Operation Coordinator will share a co-working space 2 days a week (Tuesday & Thursday) with the rest of the team based in Madrid and will work the rest of the time remotely. The Operations coordinator will have to work some weekends (approximately 1 out of 6). The Operations Coordinator will be assisting the Manager of the department with procurement for transportation and tour directing services. In this role, you will work closely with other departments but report to the Manager of Transportation and Tour Directing services. The department aims to provide the best transportation experience, as well as hire talented Tour Directors for our guided itineraries. The coordinator will be asked to perform all essential tasks around this responsibility and to support the manager of the department with day-to-day tasks. He/she will work jointly with our existing partners to make every tour a success and will use excellent communication and organizational skills to maintain an optimal relationship with the industry stakeholders that he/she interacts with. The Operations Coordinator will assist in building an assignments chart for the season and evaluating the department’s resource needs. In addition, the coordinator will source new suppliers and secure contracts based on operational needs while working with budgets and managing billing. The coordinator will possibly assign missions to Tour Directors, navigate them through our processes, and coordinate with our operations department to set them up for success. He/she may review Tour Directors’ mission reports and re-evaluate partnerships when results are not in accordance with expectations. The coordinator will also communicate and exchange technical information with our operations team and product development department. During peak activity, the operations coordinator may be asked to offer higher support to the operations team. There is a strong focus on the French speaking market for this position. The coordinator will use social skills and astute communication to recruit talented people and will be able to develop solid and reliable relationships with reputable companies. A key role in this position will be dealing with conflicting situations for successful outcomes. It is imperative in this role that he/she can build professional relationships beyond one contract assignment. Daily tasks will include: - Administrative tour preparation, communicating with tour directors and bus companies - Billing management which include reviewing and approving invoices - Setting up system tools for dispatch and assignments - Sourcing new suppliers - Requesting and analyzing quotes - Sourcing talented tour directors - Optimizing schedules - Maintaining a pricing catalog/standard for the department - Assigning missions to tour directors - Assigning contracts to bus companies - Developing and maintaining good working relationships - Support the operations team during the peak season - Providing administrative and general support to the manager as needed - Scheduling briefing & debriefing appointments with the tour director We are a small business, this is a set guideline, but duties may vary upon what needs to be done. **Requirements & Qualifications** - Excellent organizational skills and attention to details - Fluent in French & English, other languages a plus - Strong written and oral communication skills in French and English - Strong sense of customer service - Strong problem solving skills and ability to resolve conflicts - Ability to prioritize correctly and to work with tight deadlines - Ability to research efficiently, and at ease with basic computation - Thriving in multi-tasking, fast-pace dynamic environment - Good computer skills: MS Office (Word, Access, Excel, Outlook) - International cultural understanding - Knowledge of the USA & Canada destinations is a must - Minimum 1 year of experience in tourism **Values** - Communication: "My communications are candid, effective, and respectful with good intentions." - Determination: "We believe in what we're doing and always finding a solution.” - Humility: "Check your ego at the door." - Growth Mindset: "There's always m