DMC Coordinator

Island Time Watersports Caribbean Llc; Charlotte Amalie (United States Virgin Islands); On-site; USD 42,000 - 52,000; Full time

Job summary

Island Time Watersports Caribbean Llc is seeking a Hospitality Logistics Coordinator to support DMC operations for group arrivals, departures, and activities in USVI. You will assist with manifest creation, bookings, and daily admin tasks, coordinating with sales and hotel partners to ensure smooth guest experiences.

Responsibilities include proposals, client communications, data entry, and coordinating transportation with the team.

Qualifications

• Two-year degree from an accredited university in Hotel, Restaurant Management, Hospitality, Business Administration and/or related major OR least four years of experience in the hospitality field.
• Two years of Event Planning experience preferred.

Responsibilities

• Meeting and greeting groups for arrivals and departures.
• Assisting in creating group arrival and departure manifest.
• Completing group activity check-ins with the sales manager or independently.
• Assisting in creating bookings for transportation, activities, and restaurant bookings using FareHarbor.
• Attending pre-con meetings with hotel alongside the sales manager to represent RED Hospitality.
• Providing daily administrative assistance and updating files in Dropbox; contacting clients and coordinating with MSE coordinator.
• Preparing proposals and responding to clients in coordination with the Sales Manager.
• Shredding and filing documents and performing data entry of vendor contacts.
• Collaborating with transportation and dispatcher to coordinate VIP services.
• Conducting cold calls to build concierge accounts.
• Managing FH reports and sharing monthly reports to accounting.
• Communicating with MSE Coordinator and Sales Manager to prepare site visit agendas.
• Participating in site visits and site inspections with clients.
• Assisting in developing small group business; other projects as assigned.
• Career growth into a DMC planner role; 30 hours per week with potential transition to full-time.

Skills

Organizational skills

Excellent communication

Interpersonal skills

Multi-tasking

Customer service

Event planning

Report preparation

Data collection

Education

Two-year degree in Hospitality/related field OR 4 years hospitality experience

Job description

Duties (NOT ALL INCLUSIVE):Meeting and greeting groups for arrivals and departures.Assisting in creating group arrival and departure manifest.Completing group activity check-ins, both alongside and in the absence of the sales manager.Assisting in creating bookings for transportation, activities, and restaurant bookings using the booking software (FareHarbor).Attending pre-con meetings with hotel alongside the sales manager to represent RED Hospitality and discuss off-site plans.Providing daily administrative assistance, including managing and updating files in the DMC folder in Dropbox, making client calls, communicating with the MSE coordinator and more.Preparing proposals alongside and in absence of the Sales Manager.Responding to clients alongside and in absence of the Sales Manager.Shredding and filing of documents.Performing data entry and maintenance of 3rd party vendor contacts.Collaborate with the transportation team and dispatcher to ensure seamless communication across multiple departments for DMC: dinner shuttles, airport arrivals/departures and other VIP transportation.Conduct cold calls to build contacts and engage in first-level selling to new concierge accounts.Managing FH reports and sharing relevant monthly reports to accounting department (including Monthly Axopars fuel charge, crew report, offsite concierge commissions report, monthly comp report, and more).Communicating with MSE Coordinator and Sales Manager to complete agendas for site visits and site inspections.Attending site visits and site inspections with client, both alongside and in the absence of the Sales Manager.Assist in development of small group business.Other projects and/or duties as assigned.Career Growth Opportunity:Transition to full-time can occur within 6 months, dependent on performance.This position has a natural progression into a DMC planner role. The time frame is dependent on a number of factors and will be a continued discussion.This position requires 30 hours per week, with the schedule to be determined.Minimum Qualifications:Two (2) year degree from an accredited university in Hotel, Restaurant Management, Hospitality, Business Administration and/or related major OR least four (4) years of experience in the hospitality field.Two (2) years of Event Planning experience preferred but not necessary.Note: if you do not meet these qualifications, please apply and note any relevant job experience that would be equivalent to the above qualifications.Knowledge, Skills, and Abilities:Highly organized.Excellent communicator.High attention to detail with the ability to multi-task.Must be able to operate with little or no supervision.Ability to establish and maintain effective working relationships with all persons in communication with.Must have strong interpersonal skills, positive attitude, customer service mindset.Event planning or concierge experience preferred.Knowledge of the principles of basic report preparation.Knowledge of the principles and procedures of reliable data collection and recordkeeping.Ability to operate assigned equipment, read and interpret documents.Ability to speak and write clearly and concisely.Must be willing to work holidays, nights, and weekends.Must be able to walk on various types of surfaces including rough terrain, sitting, standing, maintaining balance, climbing stairs, ladders, and inclines, working alone and in remote areas.Must be able to work various work settings such as exposure to sunlight, and outside temperature extremes.Must be able to lift at least 50lbs.