DMC Coordinator

Red Hospitality & Leisure; Charlotte Amalie West (United States Virgin Islands); On-site; USD 42,981,000 - 53,726,000; Part time

Job summary

Red Hospitality & Leisure seeks a part-time DMC assistant in the US Virgin Islands (VI 00802). The role supports group arrivals, bookings via FareHarbor, and coordination with the sales team.

You will manage administrative tasks, client communications, and vendor contacts while contributing to event operations. The position requires a two-year hospitality degree or four years’ hospitality experience, and flexibility to work holidays, nights, and weekends.

Qualifications

• Two year degree in hospitality or related field, or 4 years of hospitality experience.
• Two years of event planning experience preferred.
• Availability to work holidays, nights, and weekends.

Responsibilities

• Meet and greet groups for arrivals and departures.
• Assist in creating group arrival and departure manifest.
• 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 and Sales Manager to represent RED Hospitality.
• Provide daily administrative support; manage files in Dropbox; make client calls.
• Prepare proposals alongside/without Sales Manager.
• Respond to clients with/without Sales Manager.
• Shred and file documents; data entry and vendor contacts maintenance.
• Collaborate with transportation team to coordinate VIP services.
• Conduct cold calls to develop concierge accounts.
• Manage FH reports and share monthly reports with accounting.
• Assist with site visits/inspections and development of small group business.

Skills

Highly organized

Excellent communicator

Attention to detail

Customer service

Event planning

Interpersonal skills

Multi-tasking

Education

Hospitality degree

Tools

FareHarbor

Dropbox

Job description

Job Details

Job Location: US Virgin Islands - VI, VI 00802

Salary Range: $20.00 - $25.00 Hourly

Travel Percentage: None

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.

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.

This position requires 30 hours per week, with the schedule to be determined.