Retreat Travel Operations Coordinator (part-time) ---Click to apply.
You’re ready to join the team of a fast-growing, innovative travel company that is deeply committed to offering high-value transformational travel experiences.
As Operations Coordinator, you plan out operational details for the retreats, from product development through the execution, including negotiations with suppliers, trip costing, preparing booking forms detailing all arrangements, retreat catalog and planning guide proofing, communication with Retreat Leaders, guides, sales and marketing teams, and all post-trip operational wrap-up.
You have deep product knowledge, razor-sharp consumer instincts and insights. You are process-driven, logical thinker, can anticipate problems, are highly organized and a creative problem solver. You are an Excel ninja! You love formulas, calculations and budgets. Converting foreign currencies and budgeting for exchange rate fluctuations is your forte.
You share our passion for travel, are detail-oriented and capable of juggling multiple trips at different stages in their life-cycle. You are self-sufficient but simultaneously excel as part of a small team and enjoy collaborating with a diverse group of vendors, colleagues and peers. Strong written and verbal communication skills and an ability to constantly prioritize and re-prioritize work is a must.
Duties + Responsibilities:
• Negotiate and secure bookings for all accommodations, daily activities and pre/post-trip extensions, as required.
• Be responsible for the success of the trip development process including: RFP and vendor selection, itinerary development, supplier negotiations contracting, risk management plans and trip costing.
• Ensure clear lines of communication between the clients, guides, retreat leaders and hotel properties. Provide suppliers with contracts, rooming lists, special dietary requests, additional reservations and/or cancellations.
• Review retreat participant intake forms, checking for the client’s suitability (fitness/health) for the retreat they have booked. Notify the guides/retreat leaders of clients with special considerations that may affect their ability to participate in the retreat.
• Participate in the research and development of new itineraries, investigate competitors’ product offerings and utilize competitive information in building itineraries and developing pricing recommendations.
• Manage trip financials pertaining to all elements that influence retreat profit margins. When needed, request multiple bids and negotiate with operators to determine costs for services and provide detailed information to be used in pricing programs. Review and submit all operational payments and report on budget versus actual costs after trip completion.
• Proofread marketing materials and the Retreat Planning Guides to ensure accuracy from an operational perspective and appropriate emphasis of itinerary detail.
• Work collaboratively with the Sales Manager to manage inventory to avoid over-payments or cancellation penalties, ensure all special requests have been communicated and confirmed and gather/provide information as needed for completion of pre-retreat information.
• Prepare retreat document packages for Retreat Leaders and Guides.
• Continue to provide assistance as needed when the retreat is in the field.
• Review Retreat Leader reports and Guide Incident Reports at the end of each trip, communicate with Retreat Leader and CEO to understand any recommendations for future program development. Monitor post-trip guest feedback, record comments and suggestions, and adjust future itineraries as necessary.
• Post updates in the Retreat Groups within the Healthy Runners’ Community
• Minimum 2 years of proven project management experience (either in the tourism industry or event organizing).
• Preferred, but not required: 2 years travel product development or operations experience in the travel industry. (Tourism hospitality experience does not qualify.)
• Experience and passion for travel is required.
• Must have a home office with own computer and reliable, high-speed internet connection. Able to attend team meetings in co-working space.
• The ability to work independently and efficiently in a remote office
• Working knowledge of international land travel and working with hoteliers, guiding companies and transportation companies.
• Demonstrated ability to source and manage vendors and build successful relationships.
• Ability to negotiate favorable contract terms and rates, secure contracts, and drive review and approval of formal relationships is required.
• Ability to manage multiple budgets in foreign currencies in tandem with multiple retreat planning timelines and vendor deadlines.
• Requires a very high attention to detail, demonstrated ability to multi-task and experience prioritizing and reprioritizing work based on rapidly shifting expectations and needs.
• Strong oral, aural, and written communication skills are required.
• Able to work effectively with minimal supervision.
• Can follow a logical step-by-step process, with an eye to how the process can be further refined over time.
• Superior logistics and problem-solving acumen
• Proficient in Microsoft Word, Excel, Asana Project Management software, Gmail and Google docs.
• The ability to work in a fluid, collaborative environment and manage multiple projects simultaneously
• Hustle, courage, humility
This is a part-time position 80 hours per month to start.
Job Location: Applicants must be local to the Roaring Fork Valley. Time is divided between in-person meetings at a co-working space and work from home.
The start date of this position is tentatively set for March 1, 2019
Run Wild Retreats Ambassador ---> Click to apply.
Do you know runners who share your curiosity for adventure and passion for running as a way to explore new places?
Do you run with people who, like you, value running as part of a healthy lifestyle?
Tell them about Run Wild Retreats + Wellness’s transformative running and wellness retreats, and when they book a retreat, you’re rewarded with credits towards the retreat of your dreams.
Plus, you earn the great feeling of knowing that you’re supporting other runners on their journey to healthy running. As a Run Wild Retreats Ambassador, you’re part of an inner circle of runners who proudly to share their healthy running practice, the lessons they’ve learned and the adventures they’ve experienced along the way.
Whether those adventures took place in Iceland, surrounded by glacier-capped volcanoes or your home-town trails, each new experience taught you something new about yourself that has made you a more aware and joyful runner.
As a Run Wild Retreats Ambassador, you first and foremost aim to support other runners–regardless of their ability level or background–in whatever way they need to belong in this community of healthy runners, that they can do more than they thought possible and they deserve a lifetime of running that supports their overall well being.