Coordinator, Program Operations – Europe Programs

Jobtailor; Deutschland; Vor Ort; EUR 36.000 - 52.000; Vollzeit

Zusammenfassung

Jobtailor is seeking an Operations Assistant to support multiple program itineraries and collaborate with Customer Service to resolve participant inquiries. You will coordinate logistics, prepare materials, and assist with contract negotiations while maintaining accurate documentation.

The role involves travel and occasional evening/weekend work, with a focus on proactive problem solving in a fast-paced environment. A Bachelor’s degree or equivalent experience is preferred.

Qualifikationen

• 1–2 years administrative or relevant experience.
• Bachelor’s degree preferred or equivalent experience.
• Pro-active, motivated individual who is results-oriented.
• Experience in a fast-paced business environment.
• Excellent customer service skills with a focus on anticipating and resolving issues proactively.
• Analytical skills and high attention to detail essential.
• Excellent verbal/written communications, interpersonal, and problem solving skills.
• Ability to work collaboratively in a multi-functional team environment.
• Strong system skills; comfortable in a complex database environment.
• Ability to travel in the position when needed.

Aufgaben

• Support multiple Operations Managers on up to 50 different program itineraries across product lines and a variety of program types.
• Liaise with our Customer Service team providing timely communication regarding participants’ program questions and special requests, to find solutions and encourage enrollments.
• Work with the program operations team to ensure that program materials are completed accurately and on time, all procedures for managing programs are followed, and complete and accurate information has been submitted.
• Arrange and confirm program details and logistics such as hotel nights, field trips, transfers, meals and additional program staff.
• Assist with negotiation of contracts for these items dependent on experience.
• Daily analysis of enrollments and space allotments on programs, ensuring optimal use of capacity in keeping with contractual deadlines.
• Review, triage and action program changes when complications occur prior to and during programs.
• Assist in preparing group leaders and on the ground staff for upcoming departures.
• Review and reconcile financial details and invoices for vendors, staff and other program expenses.
• Work closely with the Program Administration team to ensure the materials and reports are created and distributed on time.
• Develop comprehensive knowledge of program content and destinations.
• Will be required to attend and work on certain programs related to the position.
• Moderate travel and some evening and weekend work required.

Kenntnisse

Administrative experience

Customer service

Analytical skills

Communication

Team collaboration

Ausbildung

Bachelor’s degree preferred

Equivalent experience

Tools

Excel

CRM

Database software

Jobbeschreibung

Responsibilities

• Support multiple Operations Managers on up to 50 different program itineraries across product lines and a variety of program types.
• Liaise with our Customer Service team providing timely communication regarding participants’ program questions and special requests, to find solutions and encourage enrollments.
• Work with the program operations team to ensure that program materials are completed accurately and on time, all procedures for managing programs are followed, and complete and accurate information has been submitted.
• Arrange and confirm program details and logistics such as hotel nights, field trips, transfers, meals and additional program staff.
• Assist with negotiation of contracts for these items dependent on experience.
• Daily analysis of enrollments and space allotments on programs, ensuring optimal use of capacity in keeping with contractual deadlines.
• Review, triage and action program changes when complications occur prior to and during programs.
• Assist in preparing group leaders and on the ground staff for upcoming departures.
• Review and reconcile financial details and invoices for vendors, staff and other program expenses.
• Work closely with the Program Administration team to ensure the materials and reports are created and distributed on time.
• Develop comprehensive knowledge of program content and destinations.
• Will be required to attend and work on certain programs related to the position.
• Moderate travel and some evening and weekend work required.

Requirements

• 1-2 years administrative or relevant experience
• Bachelor’s degree preferred or equivalent experience
• Pro‑active, motivated individual who is results‑oriented
• Experience in a fast‑paced business environment
• Excellent customer service skills with a focus on anticipating and resolving issues proactively
• Analytical skills and high attention to detail essential
• Excellent verbal/written communications, interpersonal, and problem solving skills
• Ability to work collaboratively in a multi‑functional team environment
• Strong system skills; comfortable in a complex database environment
• Ability to travel in the position when needed

Core Competencies

Demonstrates strong organizational and analytical skills to manage multiple program itineraries effectively while ensuring timely communication and resolution of participant inquiries. Proficient in collaborating with cross‑functional teams and managing logistics, contracts, and financial details for program operations.