Charter Coordinator

Summary:

The Charter Coordinator works with local clients to create custom experiences with Allen Marine Tours.

Essential Duties & Responsibilities:

Work according to the core Values of True Alaskan Hospitality as defined in our Mission Statement: Immerse each guest in personable and unsurpassed level of service we call True Alaskan Hospitality.

• Respond promptly to charter requests and inquiries.
• Collaborate with clients to schedule charters, providing quotes based on passenger numbers and specific charter requirements.
• Coordinate vessel and lodge availability with Sales and Service and Operations Team.
• Ensure all necessary items are ordered and available for each unique charter by coordinating with the Supply Coordinator and Food and Beverage Teams.
• Work with Food & Beverage Manager to arrange appropriate schedules and menus for any catered vessel charters and Orca Point Lodge special events.
• Send contracts to clients for signature and return.
• Work with clients on menu selections, drink options, and other amenities.
• Provide a detailed charter summary to the operations team 7-14 days prior to each charter.
• Meet, greet, and load charter guests at appropriate harbor. Greet the charter upon return.
• Accompany and provide coordination for duration of charter when appropriate.
• Send charter dates, costs, and vessel information to Accounts Receivable.
• Maintain accurate records of all transactions.
• Keep track of special requests and ensure they are fulfilled for each charter.
• Account for charter venue, passenger numbers, and retail in and end of season report.
• Network with local organizations, vendors, and businesses.
• Be trained to assist our administrative team for independent travelers and True Alaskan Tours sales.
• Answer phone calls and handle bookings as needed.
• Perform other duties as assigned.

Minimum Qualifications:

• Prior experience in Hospitality, Business Administration, or a related field preferred.
• At least 2 years of experience in customer service, hospitality, or a similar role, ideally in a travel-related industry.
• Strong customer service, interpersonal and communication skills
• Valid drivers license and reliable transportation.
• Ability to coordinate and manage multiple schedules and requests.
• Detail oriented with excellent organizational skills.
• Proficiency in record-keeping and financial reporting. Proficient in Microsoft Office Suite (Word, Excel, Outlook)
• Physically able to assist with loading and unloading charters as well as boarding vessels.
• Ability to work collaboratively with various departments and external partners.
• Flexibility to ride along on charters and work outside regular business hours when necessary.

Traits and Characteristics:

• Strong commitment to safety.
• A genuine desire to serve the public.
• Positive, personable and professional demeanor.
• Adaptive to learning new skills and knowledge.
• Adaptive to changes in a progressive work environment.
• Strong record of being organized, dependable and punctual.
• Strong conflict resolution skills and ability to work within a diverse workforce.

Physical Demands:

Must be able to lift up to 50 Lbs on a regular basis (tables, tour supplies, luggage, groceries, etc.). Must be able to stand for prolonged periods of time. Must be able to independently navigate uneven surfaces (ramps, ladders, stairs, door thresholds, step vessel – to – vessel).