Travel Sales Coordinator

Mears Destination Services, Inc.; Orlando (FL); On-site; USD 36,000 - 52,000; Full time

Job summary

Mears Destination Services, Inc. is seeking a detail-oriented administrative assistant to support the Sales Department under the Business Manager. Responsibilities include booking reservations in the system and distributing information to departments.

The role requires strong communication, proficiency with Microsoft Office, and the ability to multitask under pressure. Knowledge of Santa Cruz is a plus, and typing speed of 35 wpm helps maintain efficient operations.

Qualifications

• High School diploma or GED required.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Typing speed of 35 wpm or more.
• Proactive self-starter with strong attention to detail.
• Ability to handle pressure and multitask effectively.

Responsibilities

• Enter and proofread reservations and manifests.
• Prepare and send contracts to clients with credit card forms.
• Handle inquiries and contract revisions.
• Create worksheets/manifests for airport, Port or luxury vehicle moves.
• Serve as primary contact for Clients / Sales Manager / Internal Personnel via phone.
• Provide quotes for Sales Manager unless it is complex and needs their involvement.
• Provide support for hotel portals.
• Distribute staff instructions and staff packets (driver maps, signs, count sheets, vehicle logs).
• Handle cold calls, provide quotes, send contracts and process payments.
• Coordinate with the operations team to advise of changes.
• Research transportation challenges and respond professionally and timely.
• Prep and maintain filing and scanning system.
• Process and approve invoices, refunds and adjustments as needed.
• Monitor aging and zero balances.
• Assist team with various tasks as needed.
• Perform additional duties as assigned.

Skills

Strong verbal and written comms

Proactive self-starter

Ability to work under pressure

Excellent organizational skills

Typing 35 wpm

Knowledge of Santa Cruz

Education

High School diploma or GED

Tools

Microsoft Office Suite

Job description

Under supervision of the Business Manager. Assists Director of Business Development in ensuring appropriate client transportation needs by booking the services in the reservation system and distributing information to various departments. Also assist with various administrative duties for the Sales Department.

Typical Duties / Responsibilities:

• Enter and proofread reservations and manifests
• Send contract to client with credit card form
• Handle inquiries and contract revisions
• Create worksheets/manifest for airport, Port or luxury vehicle moves
• Serve as the primary point of contact for Clients / Sales Manager/ Internal Personnel via phone.
• Provide quotes for Sales Manager unless it is complex and needs their involvement
• Provide support for hotel portals
• Distribute staff instructions and staff packets, including but not limited to driver maps, signs, count sheets, vehicle log sheets, etc.
• Handle cold calls, provide quotes, send contracts and process payments
• Coordinate with the operations team to advise of changes
• Research transportation challenges and respond to the requester providing professional and timely responses.
• Prep and maintain an organized and current filing and scanning system.
• Process and approve invoices, refunds and adjustments, as needed
• Monitor and follow up on aging and zero balances
• Assist team members with various tasks as needed.
• Perform additional duties as assigned.

Qualifications

• High School diploma or GED.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Windows).
• Typing speed of 35 wpm or more.
• A proactive self-starter with strong attention to detail and a resourceful approach to tasks.
• Ability to work under pressure.
• Excellent organizational skills with the ability to prioritize and multitask effectively.
• Knowledge of Santa Cruz is a plus.