Job Description

Into The Vineyard is a global, luxury travel provider specializing in bespoke travel in the most inspiring wine regions of the world. Celebrating our 12th year, we have a customer-obsessed culture and hire unique individuals to help us create and deliver unforgettable experiences for our travelers. We are expanding and seeking a Trip Operations Coordinator focused on wine trip planning to join our team. First and foremost, you are passionate about travel and excited to discover and share the world with others. You are committed to exceptional quality and service, and are a natural communicator and collaborator. You also have an interest in wine and a willingness to take courses to expand your knowledge of the wine industry.

Role Responsibilities Include:

• Execute the trip as per the sales itinerary that has been confirmed with the traveller during the planning stage through booking; hotels, transfers, tours, winery visits, activities, transportation, restaurants, etc.  

• Coordinate with the Regional suppliers regarding last-minute changes, and keep the travellers and local guides informed. 

• Create and organize small events for our travellers according to local festivities or special celebrations (anniversaries etc.). 

• Assist in ensuring the Into the Vineyard brand is properly represented throughout the trip. 

• Modifying vendor reservations in coordination with the accounting team. This includes on-tour and post-tour changes where modifications are needed so that invoices match the system when received.

• Ensure all supplier bills and invoices are appropriately and timely shared with the Accounting Team. 

• Communicate effectively any relevant information about each trip, especially to the lead Travel Planner 

• Maintain the Trip Plan to ensure all tasks are organized, happening on time and delegated as necessary 

• Maintain the client version Travel Itinerary and associated vendor bills, client profiles and library items  

• Ensure that the Planning Sheet accurately reflects the current status of the costs and services.  

• Ensure that the trip folder in contains accurate information related to client’s trip, travel itineraries, forms, and vendor bills and relevant communication.  

Ensure all necessary travel information is provided to the travellers within their travel itinerary  

• Organize all the pre-tour information needed by the travellers: Welcome Letters, Welcome Packages, boarding passes, train tickets, vouchers, entry tickets, etc. 

• Uploading confirmation documents to their web-based portal & trip folder in Sharepoint 

• Assist travellers who need assistance (sickness, issues with luggage, flights….) by keeping regular communication with them and reporting back to the team on the appropriate channels about their situations. 

• Support the traveller for on-tour and post-tour issues, investigating, collaborating and communicating with the ITV team and local suppliers to manage situations as effectively as possible and bring them to resolution. 

• Ensure local suppliers are ready to receive the travellers 

• Collecting traveller information and ensuring it is received by local guides, suppliers, hotels etc.  

• Ensure local suppliers receive a version of the travel itinerary that the client is expecting, reviewing it with them as needed 

• Support local suppliers with questions or concerns about trip delivery  

• Monitoring of incident/accident reports as they come in, communicating with the Operations & Business Manager as necessary to determine if follow-up is needed, and communicating with appropriate individuals to assist in issue resolution. 

• Communicate with Sales/Travel Planner any last minute updates recommended by the local operator/guide.

Responsibilities & Qualifications

Qualifications

● Advanced knowledge and experience with Operations  in a luxury tour operator setting

● In depth knowledge and first hand experience of the great wine regions of the world

● Experience working with travel booking and CRM software

● Written and spoken Italian/French/Spanish language skills are an asset

● Training and experience with Microsoft Office 365

● WSET level 2 or higher preferred

Salary/Wage

$25 per hour

Job Application Process

Anticipated Timeframe and Format for Interviews: Please send a CV with a cover letter to us. The top candidates will be chosen for  two rounds of interviews. One interview will be with the Directors, and one with be with the Operations team Manager.

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