Travel Operations Specialist

Travel Operations Specialist

The role:

We are recruiting a Travel Operations Specialist for our global Booking Delivery Team in Broomfield, CO. This is an exciting opportunity for an administrator with a good knowledge of travel operations and a passion for providing an excellent support service to our clients.

You will be securing services for our client bookings and generating client’s final travel documents, ensuring that the final documentation is prepared accurately and using the most up-to-date information. You’ll play a vital role in making sure that all the services are booked appropriately, and you will generate final travel documents for clients.

Key responsibilities:

The essential cog between our Travel Consultants and our suppliers; this varied role will primarily see you managing a mix of booking queues, reservations and requests, balancing availability and logistics with client needs and preferences, to ensure the smooth delivery of high-quality group tours and tailor-made trips.

You will also be responsible for the generation of our client and tour leader travel documents and will play an integral role in keeping stored client and product details up to date to ensure these automated documents are flawless.

From time to time, you may also be assisting with administrative sales-related tasks such as preparing transport tickets, handling deliveries, or perhaps printing, compiling and sending travel documents to our clients.

Main Tasks and Responsibilities

• Confirm travel arrangements (e.g., accommodation, restaurants, activities, excursions, guides, transportation, etc.) using phone, e-mail, e-Fax, and online reservation systems

• Utilize our ‘Master Planner’ to monitor, book, and schedule our Insiders (Tour Leaders) and freelance tour leaders as required for tailor made trips

• Maintain strong, mutually beneficial relationships with our suppliers and external partners to secure the delivery of our trips

• Input relevant and accurate reservation details into Axum to ensure smooth generation of Info Packs for clients and reliable information for Travel Consultants

• Accurately record costs of services in Axum, liaising with the Finance Team so supplier invoice payments and refund transactions can proceed smoothly

• Check final travel documents (Info-Pack) with the tickets and package the deliverables with the accompanying welcome letter for our clients prior to their arrival

• Monitor shared inboxes to assist our Sales teams with queries, issues and requests

• Conduct quality control of Group Tour bookings in Axum, planning tasks, sending reminders, checking client arrangements and altering client documents to ensure all information held is correct and complete

What we are looking for from you:

• Passion for Japan/Asia as a travel destination – With a desire to help others discover the country

• Strong geographical and logistical understanding of Japan and our core destinations

• Familiarity with the processes involved in confirming a wide range of travel arrangements

• Well-developed problem-solving skills – With the ability to use own initiative with confidence

• Independence and organization – Ability to able to handle a volume of complex tasks simultaneously

• A high level of productivity and accuracy – You’ll need to get a lot done at a high quality, sometimes under tight time pressures

• High quality communication/interpersonal skills in emails, in-person and on the phone

• Proficiency in MS Office (Excel, Word, Power Point, Outlook, Teams and SharePoint)

• Advanced level of English, both written and spoken

• Japanese language skills are a bonus but not essential!

What You Get in Return

• 20 days annual leave plus 13 paid public holidays

• Day off on your birthday

• Volunteering leave

• Employee Assistance Program

• Designated learning and development time

• Employer retirement contributions

You don’t need to meet every requirement. If you’re motivated, passionate, and think you’d be a great fit, we would love to hear from you. As an equal opportunities' employer, we're committed to making our recruitment process inclusive, accessible, and welcoming for everyone. If you require any adjustments or accommodations to support you during the recruitment process, please let us know.

About us:

Inside Travel Group Ltd is a pioneering travel company with a passion for crafting extraordinary experiences in Japan. With offices in the UK, USA, Australia, and Japan, we have been connecting travelers to the heart and soul of Japan with our customised tours and unique travel experiences. Winning numerous awards for our innovative packages and services, we have built a reputation for excellence and sustainability in travel. Becoming B Corp certified in 2023 has further solidified our commitment to not just creating unforgettable holidays, but also to making a positive impact on the world.

Why work with us:

At Inside Travel Group, we value Knowledge, Friendliness, Passion, Determination, Quality, and Integrity. We believe in creating a workplace where everyone feels welcome, supported, and inspired to do their best work. We celebrate the different cultures, perspectives, lifestyles, and experiences that shape our team, and we welcome applications from people of all backgrounds and communities.

Inside Travel Group participates in the E-Verify Program for all US based applicants.