Client Services Coordinator

6 days ago

ChampssurYonne, Bourgogne-Franche-Comté, United States Thrive Aviation Full time
Job Summary

The Client Services Specialist is a key member of the Thrive Aviation team, responsible for delivering exceptional travel experiences for our clients. This role requires a high level of organization, attention to detail, and excellent communication skills to ensure seamless travel arrangements.

Key Responsibilities
  • Flight Coordination and Notifications
    • Relay aircraft positioning, including estimated times of departure and arrival for the entire fleet.
    • Provide flight following notifications, including crew arrival, catering onboard, and passenger arrival for each scheduled flight.
    • Coordinate with Flight Support and Ground Operations for daily operational changes.
  • Client Interaction and Support
    • Serve as the first point of contact for client resolution during irregular operations.
    • Host passengers in the VIP Client Lounge as needed or directed by management.
    • Provide timely updates and assistance throughout the travel process, including addressing any concerns or changes to the itinerary due to weather, mechanical issues, or schedule changes.
  • Travel Arrangements
    • Research and book flights, accommodations, transportation, and other travel-related services based on operational requirements, considering budget, preferences, and travel policies.
    • Create detailed travel itineraries outlining flight details, hotel reservations, ground transportation, and any other relevant information within FL3XX and CTM/GCL.
    • Arrange requested ground transportation, including chauffeured car services, rental cars, and Thrive Ground Operations pickup requests.
  • Vendor Coordination
    • Liaise with airlines, hotels, car rental companies, and other travel vendors to secure the best deals and ensure smooth logistics, utilizing preferred vendors for hotels, rental cars, and airlines.
    • Communicate and coordinate with third-party vendors regarding amenities, catering, or other special requests made by passengers to ensure timely and appropriate execution.
  • Catering and Amenities
    • Arrange all requested catering for clients through local vendors, DoorDash, Instacart, and international handlers.
    • Submit all invoices for catering/ground transportation to MySky directly for processing.
  • Passenger Profile Management
    • Input passport information and upload passport photos to complete the passenger profile, including pet documents.
    • Thoroughly examine all email correspondences and Teams communication for each individual trip 48 hours and 24 hours prior to departure to ensure all details regarding the trip are correct and up to date.
  • Expense Management and Compliance
    • Reconcile travel expenses and advocate on behalf of Thrive to avoid or reduce penalties.
    • Ensure compliance with company travel policies and guidelines.
    • Provide guidance and support to travelers on policy requirements and procedures.
  • Emergency and Disruption Support
    • Provide support for travelers in case of emergencies, flight cancellations, or other unexpected disruptions.
    • Arrange alternative travel arrangements and assist with rebooking as needed.
  • Software Utilization
    • Utilize FL3XX and other applicable software to optimize, coordinate, and communicate between all appropriate parties to ensure all passenger needs are executed to company standard.
    • Ensure and confirm any special requests are within applicable federal compliance and company policy.
Requirements

The ideal candidate will possess a Bachelor's degree in business, hospitality, or aviation, or 3-5 years of experience in a luxury guest services position or travel management. Strong understanding of travel industry trends, regulations, and best practices is essential. Proficiency in travel booking systems and software, as well as excellent communication and organizational skills, are also required.

The physical demands of this role include sitting for extended periods, using hands to finger and reach with hands and arms, and occasional lifting up to 35 lbs. The work environment is typically done in an office setting with moderate noise levels.

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