Vacation Coordinator

at  Fresh Tracks Canada

At Fresh Tracks Canada, we craft tailor-made Canadian vacations for people from all over the world. Since 1996, our team of Canadian Insiders have helped our customers plan their vacations and enjoy life-changing travel experiences.
We believe in keeping our customers front and center in everything we do; in fact, focus on serving our customers is one of our core values. Everyone acts and operates as an owner, treating this business as their own. We raise the bar constantly, embracing that nothing is perfect but continuous improvement is key. Our team is made up of passionate, positive experts who drive healthy collaboration by winning or losing as one, and we bring out the best in each other.

REQUIREMENTS

• Strong, professional communication skills, both verbal and written
• High attention to detail
• Superior time management skills and the ability to prioritize tasks
• Excellent telephone & written communication skills with an emphasis in customer service care with our travel partners.
• Experience in or passion for training
• Ability to troubleshoot and offer guidance to colleagues
• Open to receiving and incorporating constructive feedback and coaching in an environment of continuous improvement
• Passion for collaborating and understanding different perspectives. Ability to listen and learn from the experiences of others
• Being an ambassador to innovation and change. Supporting the People Leaders in implementing new initiatives.
• Preference will be given to those with experience in the travel/tourism industry, ideally relating to travel in Canada
• Availability for shifts taking place Monday to Sunday, and rotation of Saturdays around month/quarter end and statutory holidays.

DIVERSITY, EQUITY, AND INCLUSION

We are an equal opportunity workplace. We strongly encourage applications from under-represented communities, diverse backgrounds, identities, and experiences. We don’t judge based on race, religion, ethnic background, sexual orientation, age, marital status, disability, gender identity or anything else that you might bring to the table. We don’t care about where you went to college, your degree, your age, or what names you might have on your resume. Instead, we’re looking for motivated, compassionate people who can execute from the ground up. We also know that everyone has a unique career journey and experience comes in many forms.
Officially Great Place to Work® CertifiedTM 2022/2023
Officially Great Place to Work® CertifiedTM 2023/2024
Officially Great Place to Work® CertifiedTM 2024/2025

ABOUT THE ROLE

We are looking for a meticulous Vacation Coordinator to join our team, where you will play a critical role in turning vacation sales into unforgettable travel experiences. You will ensure that all behind-the-scenes details are flawlessly executed, so our clients have an exceptional experience and memories they’ll treasure for years to come. From auditing Canadian travel itineraries and coordinating with tourism partners to managing bookings and compiling essential documentation, you will be the backbone of a smooth and memorable trip. Working closely with our Sales and Customer Experience teams, you will ensure each traveler’s preferences are met, and every trip goes off without a hitch.

WHAT YOU WILL GET TO DO

• Audit & review Canadian travel itineraries and associated bookings to ensure the details are in place for an unforgettable vacation for each traveller
• Provide feedback to the Sales Team on file accuracy and be the second set of eyes reviewing trip details to ensure the client’s experience will go off without a hitch
• Book all trip components, working with tourism suppliers across Canada, and ensure preferences of each traveller are communicated to our travel partners
• Generate and aggregate all corresponding documentation for payments and insurance
• Update all traveller details in system, make sure that all information and statuses are accurate
• Supporting the customer experience team on populating all accurate joining instructions for each supplier to support the generation of client’s pre-departure itinerary
• Work closely with the Customer Experience team on the transition of trip files from Sales Agents to Customer Experience
• Manage product inventory under the direction and support of the product department
• Other administration duties as required