Travel Planner
Full TimeInto the Vineyard
- Into the Vineyard
- Administration
- Full Time |
- Permanent
- 212 – 1807 Maritime Mews Vancouver
- 1 position available
- Accessible Employer: No
- Open to International applicants with valid Canadian Work permits: Yes
Job Description
Role Introduction
As a Travel Planner, you are the superstar of itinerary crafting and customer service with a flare for detailed mathematical calculations. Your core duties are quoting and preparing sales itineraries with the sales lead, communicating closely with clients about the travel itinerary as well as overseeing the assigned Ops Responsible to ensure the trip is executed as per the clientโs confirmed itinerary. As the Travel Planner, you are the โgo-to expertโ for clients and the operations team.
The Full List of Responsibilities
Produce accurate and detailed trip proposals and quotes in a timely manner.
Planning sheets, creating quotes, checking availability with local hotels/DMCโs etc.
Daily in the early morning โ check your emails and voicemail for supplier messages re; availability for sales itineraries
Liaising and communicating with clients to refine the itinerary as well as managing expectations and providing advice and recommendations to build an incredible itinerary.
Liaising and communicating with local suppliers to craft the Sales Itinerary according to the clientโs expectations and special requirements.
Setting up and managing Sharepoint folders, trip calendar, MyOasis, as well as the MS Planner Trip Plan
Share finalized version of travel itineraries with the client via email/ travel app in a friendly, professional manner
Maintaining extensive knowledge in destinations of the assigned trips as well as services available in the regions. Share with the Sales and planning team any insights and relevant new information about the region
Maintain accurate and organized records of customer communications in Outlook/ CRM system.
Ensure that all conversations are on brand and a seamless representation of the ITV experience at all stages of the process to encourage repeat business
Work with the Sales team and local suppliers to produce accurate and detailed Sales itineraries and quotes in a timely manner.
Support new client on-boarding process with the sales lead, ensuring all client questions are answered and any transition to the Travel Planner is seamless
Communicating directly with clients from the deposit until post-trip
Track final payments and send prompts/balance payment invoices when due
Send receipts (paid invoices) for Trip Deposits & Final Balance payments from QBO
Supervising that OPs is getting all travel details to the client at the correct time.
Keep in close contact with Ops in case of upgrades and changes to the trip
Ensure that the planning sheet is correct; amounts, amenities, dinner reservations, etc.
Review the final travel itinerary to ensure accuracy and that all docs required are attached.
Present upsells to clients and reconfirm with OPs what clients choose
Review clientโs previous trips, feedback, email correspondence etc to gauge what this client likes if they have upgraded before etc. (Sharepoint trip folder)
Other Tasks
Monitor shared email accounts
Answer phones and emails in a prompt and polite manner.
Other duties as assigned by the Sales Managers/ Directors and Operations & Business Manager
Support holiday and weekend office coverage
Make recommendations for process, procedure and technology improvements
Maintaining knowledge of destinations and services available in the regions of trips assigned as well as sharing new learnings and relevant new information about your region of expertise via presentation in team workshops.
Responsibilities & Qualifications
Qualifications:
โ University Degree
โ Experience with the Microsoft Office Suite
โ Travel through Europe, and especially the wine regions of the world.
โ Secondary Language Skills, especially Spanish, French
The Full List of Responsibilities:
Produce accurate and detailed trip proposals and quotes in a timely manner.
Planning sheets, creating quotes, checking availability with local hotels/DMCโs etc.
Daily in the early morning โ check your emails and voicemail for supplier messages re; availability for sales itineraries
Liaising and communicating with clients to refine the itinerary as well as managing expectations and providing advice and recommendations to build an incredible itinerary.
Liaising and communicating with local suppliers to craft the Sales Itinerary according to the clientโs expectations and special requirements.
Setting up and managing Sharepoint folders, trip calendar, MyOasis, as well as the MS Planner Trip Plan
Share finalized version of travel itineraries with the client via email/ travel app in a friendly, professional manner
Maintaining extensive knowledge in destinations of the assigned trips as well as services available in the regions. Share with the Sales and planning team any insights and relevant new information about the region
Maintain accurate and organized records of customer communications in Outlook/ CRM system.
Ensure that all conversations are on brand and a seamless representation of the ITV experience at all stages of the process to encourage repeat business
Work with the Sales team and local suppliers to produce accurate and detailed Sales itineraries and quotes in a timely manner.
Support new client on-boarding process with the sales lead, ensuring all client questions are answered and any transition to the Travel Planner is seamless
Communicating directly with clients from the deposit until post-trip
Track final payments and send prompts/balance payment invoices when due
Send receipts (paid invoices) for Trip Deposits & Final Balance payments from QBO
Supervising that OPs is getting all travel details to the client at the correct time.
Keep in close contact with Ops in case of upgrades and changes to the trip
Ensure that the planning sheet is correct; amounts, amenities, dinner reservations, etc.
Review the final travel itinerary to ensure accuracy and that all docs required are attached.
Present upsells to clients and reconfirm with OPs what clients choose
Review clientโs previous trips, feedback, email correspondence etc to gauge what this client likes if they have upgraded before etc. (Sharepoint trip folder)
Other Tasks
Monitor shared email accounts
Answer phones and emails in a prompt and polite manner.
Other duties as assigned by the Sales Managers/ Directors and Operations & Business Manager
Support holiday and weekend office coverage
Make recommendations for process, procedure and technology improvements
Maintaining knowledge of destinations and services available in the regions of trips assigned as well as sharing new learnings and relevant new information about your region of expertise via presentation in team workshops.
Salary/Wage
25 to 30 per hour
Other Perks/Benefits
– WSET II Course – Possibility for hybrid or remote work – International Travel Opportunities
Job Application Process
Please send cover letter and resume for review
Tagged as: Travel Planner
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