DMC Coordinator

ISLAND TIME WATERSPORTS CARIBBEAN LLC; Charlotte Amalie West (United States Virgin Islands); On-site; USD 551,000 - 1,033,000; Part time

Job summary

ISLAND TIME WATERSPORTS CARIBBEAN LLC is seeking a part-time DMC support role in the US Virgin Islands. You will greet groups, help create arrival/departure manifests, and assist with bookings for transportation, activities, and restaurants using FareHarbor.

You’ll attend hotel pre-con meetings to represent RED Hospitality and provide daily administrative support, including file management in Dropbox and client communications.

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 but not necessary.

Responsibilities

• Meet and greet groups for arrivals and departures.
• Assist in creating group arrival and departure manifest.
• Complete group activity check-ins with/without Sales Manager.
• Assist in bookings for transportation, activities and restaurant bookings using FareHarbor.
• Attend pre-con meetings with hotel to represent RED Hospitality and discuss off-site plans.
• Provide daily administrative assistance, including managing and updating files in the DMC Dropbox, making client calls, and coordinating with the MSE coordinator.
• Prepare proposals alongside/without Sales Manager and respond to clients.
• Shred and file documents; perform data entry and maintain 3rd party vendor contacts.
• Collaborate with transportation team and dispatcher for seamless cross-department communication.
• Conduct cold calls to engage new concierge accounts and build contacts.
• Manage FH reports and share monthly reports with accounting (fuel charges, crew reports, commissions, etc.).
• Coordinate with MSE Coordinator and Sales Manager on site visits and inspections.
• Attend site visits/inspections with clients, as needed.
• Assist in developing small group business; take on other duties as assigned.

Skills

Highly organized

Excellent communicator

Attention to detail

Multi-tasking

Customer service mindset

Event planning

Data entry

Minimal supervision

Education

Two year degree in Hospitality/Related major

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.