OPERATIONS EXECUTIVE (TEAM TOURS)

Tourvest DMC, a division of Tourvest Destination Management; Newport; On-site; EUR 35,054 - 52,581; Full time

Job summary

Tourvest DMC, a division of Tourvest Destination Management, is seeking an Operations Executive to join their growing Team Tours division. The ideal candidate will have experience in tour operations and the ability to nurture client relationships while working remotely with a team in Ireland.

This role includes supporting administrative needs, developing proposals, and ensuring excellent communication throughout the booking process. The position offers competitive salary based on experience.

Qualifications

• Experience in Tour Operations
• Proven experience in setting up new operations procedures and systems - preferably in event services.
• Ability to multitask and prioritize effectively.

Responsibilities

• Support colleagues administratively as required.
• Develop client relationships and provide consistent service.
• Work closely with suppliers for best rates.

Skills

Tour Operations

Client Relationship Management

Problem Solving

Microsoft Office Suite

Education

Matric/Grade 12

Tools

SharePoint

Financial Systems

Job description

Location: NEWPORT, CO. TIPPERARY, IRELAND

Description

Rugby Travel Ireland is part of TDM, and we are looking for an experienced colleague to join our team! We are seeking an Operations Executive specifically within our Team Tours division. This is a growing part of our business (over 2,000 pax this year), and you will be working remotely with our current team who are based in Ireland. Team tours include both clubs and schools, from U12s through to professional / national representative teams. We are looking for a dynamic individual with the right skill set to join our friendly team and make a real difference.

Responsibilities

KEY FUNCTIONS:

• To support your colleagues administratively as and when required
• To develop client relationships and provide clients with a consistent, quality, level of service
• To work closely with suppliers to obtain the best rates and services possible
• To create client proposals and accurate costings
• To maintain excellent relationships with clients and suppliers
• To source and book flights using the tools available
• To agree financial reconciliation of your bookings with your line manager
• To always work with colleagues in a professional manner

CLIENT RELATIONSHIPS:

• To produce detailed costings for Rugby Travel Ireland’s clients (and any other brands that evolve) using the brief provided by the sales team or client
• To manage bookings / accounts from time of confirmation through planning and implementation
• To deal with clients on a day-to-day basis, whether by phone e‑mail and face‑to‑face meetings
• To issue contracts or booking forms from our reservations system, considering supplier deadlines, ready for sign off by your line manager
• To follow up all client proposals, always keeping progress reports
• To ensure client expectations are met at the highest delivery level, demonstrating excellent communication from the initial contact with the client through to responding to post event feedback.
• To ensure turnaround times are as per agreed policies or with the client or your line manager.

TECHNICAL SKILLS:

• To learn to use our operational and financial systems to generate quotes, contracts and itineraries in an efficient and timely manner
• To always maintain data in such systems
• To ensure that all correspondence, documentation, costings, proposals, reconciliations and presentations are delivered accurately and timely
• To follow the processes to comply with the requirements of the Irish Aviation Authority
• To learn and understand RTI policies and procedures
• Good knowledge of Microsoft Office packages including Excel, Word, Outlook and SharePoint
• To follow administrative procedures as outlined by the Company
• Documentation Management of all groups:
  • Itinerary planning and layout
  • Product contracting
  • Client documentation
  • Rooming lists
  • Operation sheets
  • Briefing documents for on‑site staff
  • Electronic Filing
  • Reconciliation
• Actively improve margins on bookings, where possible
• Customer Care
  • Problem Solving
  • Continually exceed customer expectation

ADMINISTRATION:

• To ensure timelines are set and met with clients and suppliers
• To ensure all costings, proposals and reconciliations are accurate and signed off by your line manager
• To take responsibility for the financial reconciliation of all your bookings / projects including working alongside finance to ensure good credit control
• Full understanding and follow-through of all divisional procedures and policies
• Maintain complete confidentiality with all company intellectual capital
• To ensure that folders are set up in SharePoint as prescribed and all documents filed accordingly
• Ensure best practice is always adhered to, to ensure consistency

FINANCIAL ACCOUNTABILITY:

• To ensure bookings are up to date and accurate and that documents/systems agree (e.g. Checklist / Ops database / Finance system)
• To ensure that credit card payments are reconciled, where applicable
• To ensure that margins are based on at least minimum company agreed margins or charges for all bookings
• To provide clients with invoices, statements, credit notes and reminders where required via our finance department
• To ensure that all tour costings are sent to finance as soon as a client has signed a contract
• To ensure that VAT invoices are requested and submitted to finance for all bookings (where applicable), within 2 weeks of travel
• To create accurate costings for clients, ensuring that taxes, commissions, and mark-ups are applied correctly
• To provide clients with reconciliations (where appropriate)

TEAMWORK:

• Establish and maintain good relationships with all staff
• Assist your colleagues administratively and in other areas, as required
• To always ensure effective communication with colleagues
• Pro‑actively get involved
• Flexibility to assist colleagues out of normal office hours, when and if required

SUPPLIER RELATIONSHIPS:

• To maintain good working relationships with existing suppliers and build relationships with new suppliers in both Ireland and overseas
• To be responsible for all reservations made through suppliers without cost implication, ensuring release dates and payment terms are met
• Commitment to and building relationships with preferred partners
• Ensure that the best rates are always negotiated and secured
• Understand supplier products to establish the best product available
• Personal development on destinations and products

LEARNING AND DEVELOPMENT:

Work with the Operations Manager to identify your training requirements and set in place appropriate peer or manager mentoring, or external training

Qualifications and Expertise

• Matric/Grade 12
• Experience in Tour Operations
• Proven experience in setting up new operations procedures and systems – preferably in the events services
• Experience in identifying and implementing training requirements
• Experience in setting up new processes on a global scale

Competency

• A positive, flexible and organised approach to tasks
• Consistent high levels of accuracy in all that you do
• Some long hours prior to a tour departure plus some weekend and public holidays
• To be able to multitask whilst effectively prioritising
• A positive, flexible and organised approach to tasks is always required

The salary for this position is competitive and dependent on relevant experience.

Disclaimer

ONLY CANDIDATES WITH THE MINIMUM REQUIREMENTS WILL BE CONSIDERED.
WHILST WE DO OUR BEST TO REPLY TO EACH APPLICATION, NON-COMPLIANCE WITH THE ABOVE REQUIREMENTS MAY BE THE CAUSE FOR OUR NON-RESPONSE.