DMC Coordinator

RED Hospitality & Leisure; Charlotte Amalie (United States Virgin Islands); On-site; USD 42,000 - 65,000; Full time

Job summary

RED Hospitality & Leisure in the U.S. Virgin Islands seeks an organized hospitality professional to manage group arrivals/departures, bookings, and client communications. You will support sales, coordinate transportation, and handle daily admin tasks to ensure smooth DMC operations.

Ideal candidates have a two-year hospitality degree or equivalent experience, with event planning experience preferred and a willingness to work evenings, weekends, and holidays in a dynamic environment.

Qualifications

• Two-year degree in Hospitality or four years of hospitality experience.
• Two years of event planning experience preferred.
• Must be able to work holidays, nights and weekends.

Responsibilities

• Meet and greet groups for arrivals and departures.
• Assist in creating group arrival/departure manifests.
• Complete group activity check-ins with or without Sales Manager.
• Create bookings for transportation, activities, and restaurant bookings using FareHarbor.
• Attend pre-con meetings with hotel to represent RED Hospitality.
• Provide daily admin support and manage files in Dropbox.
• Prepare proposals and respond to clients in absence of Sales Manager.
• Collaborate with transportation team to coordinate VIP shuttles.
• Maintain FH reports and share monthly reports to accounting.
• Transition to full-time within 6 months based on performance.

Skills

Organized

Excellent communication

Attention to detail

Event planning

Client relations

Team collaboration

Education

Two-year degree in Hospitality/Hotel Mgmt

Tools

FareHarbor

Dropbox

Job description

• 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.
• 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.

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.
• 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.

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.

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.