Administrative Assistant

7 days ago

miami, United States SPECTRAFORCE Full time

Title: Administrative Assistant (Global Experience Coordinator)

Location: Onsite - Miami, FL, 33132

Duration: 6 months

Pay Rate: $27.14/hr

Shift: Monday - Friday 9-5 EST

Travel Requirement: 20% Travel.


Overview:

  • The Experiences Coordinator is a key support role for the Events and Experiences team responsible for the Product Development, Operations, and Delivery of a portfolio of specialty products including City Stays by the company and Exclusive Complimentary Events.
  • This portfolio is critical to the company Mission of “unlocking deeper experiences in luxury” and help to demonstrate the company positioning as a destination leader.
  • Reporting to the Manager, Events and Experiences this position will be responsible for the build and setup of all specialty products in our reservation system, managing the inventory of all products, as well as play a crucial role in the Product Development of the portfolio.
  • Responsible for managing the yield and costs of a portfolio generating $5 Million in gross revenue annually, the candidate should be comfortable managing complex priorities from ideation to completion.
  • This position is responsible for supporting the Events and Experiences team in operationalizing a variety of products across a multitude of categories including, City Stays, Complimentary Events & the company Retail Experiences.
  • The candidate will be directly involved in the end-to-end go-to-market strategy for these products, from building them in the system, to managing inventory, and operationalizing all aspects of the products.
  • They must be a self-starter that is capable of working in a fast-paced environment and willing to learn on the job skills.
  • They must possess an entrepreneurial spirit and be comfortable researching a variety of regions in order to identify and design business cases around bringing the portfolio to new markets.


Job Description:

  • Support the Product Development of City Stay's through researching the travel trends in high-volume regions and developing a firm understanding of what makes a region unique (Experiences, Festivals, Tours, Restaurants, and Hotels)
  • Organize and conduct weekly operations calls with all operators to develop the product including rate negotiation, pricing strategy, room allotments, etc.
  • Setup and build packages in Res 2.0 and manage inventory to ensure we’re obtaining additional capacities where required, releasing distressed inventory in line with attrition terms, and keeping all descriptions up to date.
  • Coordinate with the Contact Centers and respond to TO Requests on a daily basis to ensure open and active communication with internal stakeholders.
  • Oversee the communication plan for City Stays, Including ensuring the “Welcome Letter” is sent out, the “Tour Programme” Communication is sent out at 60 Days and the “Arrival Details” are shared 14 Days prior to Check-In.
  • Manage all correspondence between client and the operators, ensure manifests are sent by Turnaround, support training sessions with the operators, and ensure a seamless product delivery.
  • Follow up on guest comments, and concerns during travel and follow through with operators to ensure service recovery.
  • Support the Product Development of client’s experiences through researching the travel trends of high-volume regions and developing a firm understanding of what experiences are unique in each destination
  • Setup and build events in Res 2.0 and manage inventory to ensure we’re obtaining additional capacities where required, releasing distressed inventory in line with cancellation terms, and keeping all descriptions up to date.
  • Oversee the communication plan for client’s experiences, to ensure visibility in the pre-cruise customer journey as well as where required, critical information is made available.
  • Support the team in the development, maintenance, and sharing of the SOP to the Shore Concierge team and operators in each destination to ensure all events are consistently delivered and carried out to the company standards.
  • Periodically audit, provide feedback, and update SOPs for all Events to ensure consistency and brand positioning.
  • Support training sessions with the onboard teams and operators to ensure the product is consistently delivered.
  • Coordinate the handover of Operations Plans per event from the Operator to the Shipboard teams to ensure all stakeholders are aware of how to deliver the product.
  • Build all Events in MXP and MyAdmin to ensure that internal stakeholders have visibility to the impact of a specific event and to maximize the visibility of the event experience to the guest.
  • Support the on-site execution of events where required.
  • Responsible for supporting other areas of the Destination Experiences Department including but not limited to Pre/Post Land Programmes, Shore Excursions, and Concierge Services.


Required Skills

  • Hospitality or Tour Operating Experience preferred
  • Fluent in English, both verbal and written skills.
  • Detailed oriented and well-organized.
  • Entrepreneurial spirit and proven self-starter, ability to prioritize and manage multiple priorities simultaneously.
  • Must be proficient in Microsoft Office Suite programs and proficient in learning and managing multiple systems.


Required Education

  • 4-year degree or equivalent work experience required.

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