Travel Programs Coordinator — Office-Based in Bozeman

Yellow Dog Flyfishing Adventures; Bozeman (MT); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Company-sponsored health insurance

Voluntary dental and vision insurance

Flexible spending account (FSA)

Paid vacation

Retirement plan match

Job summary

Yellow Dog Flyfishing Adventures in Bozeman, MT, seeks a Program Administrator to coordinate post-booking client information, travel logistics, documentation, partner communications, and post-trip follow-up for diverse destinations.

The in-office role focuses on travel logistics rather than sales or guiding, with responsibilities that evolve as systems and processes update. Strong organization and client-service focus are essential.

Qualifications

• Strong attention to detail and commitment to accurate, complete work.
• Excellent written, verbal, telephone, and customer-service communication skills.
• Highly organized, self-motivated, and able to manage multiple priorities, deadlines, clients, and changing travel details in a fast-paced environment.
• Sound judgment, resourcefulness, and the ability to identify issues, solve problems, and escalate appropriately.
• Ability to collaborate across teams while working independently and maintaining accountability for assigned responsibilities.
• Experience in travel planning, logistics, concierge services, hospitality, administration, or a related client-service environment preferred.
• Knowledge of international travel, fly fishing, and assigned destinations preferred and potentially required for certain destination assignments.
• Ability to maintain confidentiality and handle sensitive client and company information appropriately.
• Experience with Microsoft 365, Outlook, QuickBooks, Salesforce, and other data-management tools preferred.

Responsibilities

• Manage and track active client trips for assigned destinations from confirmed booking through post-trip follow-up.
• Collect, review, and maintain the client information, travel details, forms, and destination-specific requirements needed to prepare clients and partners for each trip.
• Create, review, and distribute accurate itineraries, trip-planning documents, confirmation materials, and other client-facing travel information.
• Coordinate applicable logistics, including flights, lodging, airport and lodge transfers, baggage requirements, arrival and departure schedules, and customized pre- or post-trip arrangements.
• Communicate current destination requirements and planning considerations using company-approved information and resources.
• Monitor reservations, identify outstanding information or action items, and follow up with clients, partners, and internal team members as needed.
• Track schedule changes, delayed information, travel disruptions, and other developments that may affect client travel or partner arrangements, escalating concerns appropriately.
• Serve as a primary planning and logistics contact for clients traveling to assigned destinations, providing timely, knowledgeable, and professional support by phone, email, and other approved channels.
• Proactively communicate important deadlines, requirements, outstanding needs, and logistical information throughout the trip-planning process.
• Respond to or appropriately route client and prospective-client inquiries received through company phone lines, shared inboxes, and other assigned channels.
• Support approved client payment, invoicing, and travel-insurance communications within established role boundaries and company procedures, coordinating with Accounting, Program Directors, and other responsible team members as appropriate.
• Coordinate post-trip follow-up and feedback collection, sharing relevant information internally to support program, partner, and client-service improvements.
• Act as a liaison among clients, Program Directors, lodges, outfitters, destination management companies, transportation providers, and other travel partners to support accurate communication and seamless trip execution.
• Communicate required client and travel details to destination partners and confirm that necessary arrangements are in place before guest arrival.
• Work closely with Program Directors and fellow Program Administrators to maintain clear handoffs, consistent service standards, and visibility into trip status and client needs.
• Develop and maintain effective working relationships with assigned travel partners to support efficient communication and problem resolution.
• Maintain accurate, complete, and current client, reservation, trip, task, and communication information in company-approved systems.
• Document material client and partner communications so authorized team members can readily understand trip status, outstanding needs, and active concerns.
• Create and maintain destination-specific templates, reference materials, contact information, and coverage resources in accordance with established standards.
• Use company systems and tools consistently, participate in training and process changes, and assist with testing or user support when assigned.
• Protect confidential client, travel, health-related, and payment-related information by using approved systems and procedures.
• Provide defined administrative and travel-logistics coverage for colleagues’ assigned destinations during absences, high-volume periods, and urgent situations, following established handoff and escalation procedures.
• Provide defined operational continuity for Program Directors during travel or absence. This responsibility does not automatically include assuming full Job Title: Program Administrator sales, pricing, contracting, accounting, or Program Director authority unless specifically assigned, trained, and authorized.
• Support the timely resolution of urgent client travel matters within the position’s established authority and escalation framework.
• Assist with interviews, onboarding, training, special projects, operational initiatives, company events, and general office or cross-departmental needs as assigned.
• Perform other related duties consistent with the purpose and level of the position.

Skills

Attention to detail

Customer service

Highly organized

Prioritization

Interpersonal communication

Adaptability

Problem solving

Team collaboration

Knowledge of travel planning

Tools

Microsoft 365

Outlook

QuickBooks

Salesforce

Job description

Yellow Dog Flyfishing Adventures in Bozeman, MT, seeks a Program Administrator to coordinate post-booking client information, travel logistics, documentation, partner communications, and post-trip follow-up for diverse destinations.

The in-office role focuses on travel logistics rather than sales or guiding, with responsibilities that evolve as systems and processes update. Strong organization and client-service focus are essential.