Tourism - Operations Coordinator

OPERATIONS COORDINATOR Tourism Industry - International Inbound Tour Operator - Madrid **Full time (40 hours/week)** Go West Tours is a Receptive Tour Operator located in San Francisco, specializing in delivering high-quality travel experiences in the United States of America and Canada. Our services are tailored for Leisure and Incentive Groups, as well as individual clients (FITs). Exclusively marketed through travel professionals, including Travel Agencies and Tour Operators, we have garnered over 30 years of expertise and maintain offices across three continents. Today, we stand as one of the most distinguished Destination Management Companies and Tour Operators for North American destinations. We are currently seeking a highly organized Operations Coordinator based in Madrid to join our Operations Department. The Operations Coordinator will collaborate in a shared workspace two days a week (Tuesday and Thursday) with the Madrid-based team and work remotely for the remaining days. The Operations Coordinator is responsible for overseeing the coordination of activities essential for the seamless operation of our travel groups. Daily responsibilities involve regular communication with suppliers and tour directors to ensure services align with customer contracts. Collaborating closely with the Product Development department, you'll exchange technical information and efficiently address any challenges that may arise. Exceptional organizational and communication skills are crucial for success, with a specific emphasis on serving the French-speaking market. Daily tasks will include: - Inputting detailed group itineraries, including timing, into our customized Access / SQL database - Managing all bookings and follow-ups until services are confirmed. - Finalizing files and preparing administrative paperwork for Tour Directors before each departure. - Maintaining open and effective communication with Tour Guides and Tour Leaders. - Resolving issues and conflicts with providers while groups are on the road. - Continuously enhancing tours by exploring alternative ideas and suppliers within budget constraints. - Ensuring proper handling of payments and refunds. - Cultivating positive relationships with suppliers, including restaurants, attractions, bus companies, and tour directors. - Potentially scheduling briefing and debriefing appointments with Tour Directors before and after each tour. - Being on-call as needed, including evenings and weekends, based on tour schedules. As a small business, duties may vary depending on operational needs. **Requirements & Qualifications** - Outstanding organizational skills with a keen attention to detail - Fluency in French and English; proficiency in other languages is a plus - Strong written and oral communication skills in both French and English - Demonstrated commitment to excellent customer service - Effective problem-solving skills and conflict resolution abilities - Ability to prioritize tasks accurately and work within tight deadlines - Efficient research skills and comfort with basic computation - Thriving in a multitasking, fast-paced environment - Proficient in MS Office (Word, Access, Excel, Outlook) - International cultural understanding - Knowledge of USA and Canada destinations is essential - Minimum of 1 year of experience in the tourism industry **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 more to learn." - Ownership: "We roll up our sleeves, do the work, own the outcomes, and are proud of our work." - Passion "We're devoted to giving the best experiences of traveling." - Team-spirit: "We're all in this together." **Salary & Benefits** - 24000 Euros gross / per year - paid in 12 payments per year - Plus Transporte: +1379.62euros/year - 14 paid holidays including 1st January - New Year, 6th January - Epiphany, Good Friday and Easter Monday, 1st May - Labor Day, 15th August - Day of the Assumption, 12th October - National Holiday of Spain, 1st November - All Saints Day, 6th December - Spanish Constitution Day, 8th December - Immaculate Conception, 25th December - Christmas Day. - Paid Time Off : 22 business days - Net rates on our products (rental cars, hotels, excursions) - Co-working location: Calle López de Hoyos 42, Entrada por Edison, 3, 28006 Madrid, Spain **Contact** Pay: 24,000.00€ per year **Language**: - French (required) - English (required) Work Location: Hybrid remote in 28006 Madrid, Madrid Expected Start Date: 03/02/2025