Pay: $22.00 – $24.00 per hour
Hours: M-F, 9:30 am-6 pm
Job description:
Do you maintain the highest degree of company confidentiality? Do you effectively anticipate business office needs and contribute to a positive work culture? Do you have an eye for details and making sure the front office runs effectively? Are you willing and able to step up and do whatever needs to be done to ensure the office runs smoothly? We have a real passion for the travel and tourism industry and think it’s pretty darn important to keep our carbon footprint as low as possible. Teaming with NW Navigator Sales Team, Dispatch and Safety to deliver Excellence to all clients, you are responsible for representing NW Navigator positively, building new business to ensure NW Navigator remains the leader in the charter industry and developing efficiencies and processes to improve client experiences. Responsible for all charters having accurate information for their successful deployment and accurate communications to clients while bringing continuous new opportunities to NW Navigator
Responsibilities include:
- Responsible for client touch points- 30-14 days prior to departure calls; 5 Day Call-Outs –daily, recorded in Teams. Thank you calls/cards following service.
- Professional Motorcoach Operator (PMO) names and numbers sent to clients a day prior to departure.
- Manager-on-Duty in rotation with team for after-hours/weekends PMO emergency calls.
- Work tickets (Green Sheets) tracking daily; check to make sure all are turned in.
- Office organization, filing and cleaning and assistance to Sales Team and Dispatch.
- Wash Crew management and communication lead/supplies coordinator; including daily motorcoach checks.
- Assist Sales Team in completing the NWN Sales Process, ensuring all is done accurately and complete every time.
- Sales Quotes and Confirmations processing.
- Keeping coffee made and the drivers’ room tidy for Office Staff and PMO’s daily.
- Weekly office team meeting coordination, food ordering/pickup, set up and tear down; notes and Ship Logs completed and uploaded to Teams.
- Responsible for capturing and distributing meeting notes on any action items determined at team meetings.
- Manage 8×8 phone system phones from answering service.
- Additional duties and responsibilities, per management, relevant to the Front Office administrative and reception duties, as well as sales support.
Required Education, Experience & Skills:
- Great Emotional Intelligence! You are thick-skinned, don’t take someone else’s frustration personally and know how to effectively work with others.
- Ability to maintain the strictest confidence and diplomacy in and out of the office. Like duh, no drama! You saw the movie Blind Side, right? We need you to have our blind side.
- High school diploma or equivalency and at least one year of related office experience. We are expecting that you can remain at a job for more than a year at a time and not expect to double your pay or become the CEO in that time. This isn’t an entitlement, it’s a business.
- You’re the face of a luxury organization, not a sandwich shop. Professional appearance and demeanor; ability to interact with people over the phone and in-person in a friendly, business-like manner.
- Must have a valid driver license and reliable transportation. You will occasionally be required to run errands, pick up staff meeting lunch, etc.
- Bilingual in Spanish is a plus but not required.
- You love puzzles and figuring things out. Your friends know you as a get-er-done problem solver! You’ll often deal with moderately complex front desk/phone issues and have to figure emergencies out on-the-fly.
- Able to record and reconcile weekly timecards in Excel. Training or experience performing payroll or accounts receivable functions is a plus.
- Working with Excel formulas, pivot tables, reports and other advanced functions is required.
- Attention to detail and basic math skills. Spelling counts.
- Efficient and accurate data entry and tracking of tasks in process to completion.
- Highly organized; filing experience required.
- You’re used to figuring out what needs to get done before your boss asks you to take care of something.
- Integrity-honest and ethical.
- You are cool under pressure. Your friends think you are the go-to person during times of crisis and they often wonder how you appear to do it so effortlessly.
- Can you know a secret and never repeat it? Yeah, strict confidentiality is a must on this job!
- Must have exceptional ability to communicate in a clear, business-like manner with both internal and external customers, verbally and in writing.
- Must have proficiency in Microsoft Office to include email communication, task reminders and calendaring in Outlook; writing business documents in Word; creating tracking documents and using templates in Excel; conducting on-line research through Internet Explorer.
- Must have the ability to anticipate and resolve conflicts with schedules and/or priorities.
- Post-Offer, Pre-Hire Requirements: Criminal background check.
- Drug test, including for marijuana. Uh, yep, as a transportation company, we are still regulated by federal laws.
