Job Opportunities with Backroads

Trip Operations Support Specialist

Berkeley, CA

Amaze yourself. Amaze our guests.
A job at Backroads is unlike any other job you’ll ever have. You’ll be challenged. You’ll be inspired. And you’ll be gratified. Because whatever you do here, you’ll be part of something that makes us all proud—delivering authentic, enriching—and sometimes profoundly life-changing—experiences.

The devil is in the details.
Every world-class biking and hiking route. Every gourmet picnic. Every carefully orchestrated cultural connection. Everything. And it doesn’t just matter some of the time. It matters all of the time. That’s how we do things at Backroads. The result: guests so loyal to Backroads they travel with us 10, 20, 30, 40 or more times.

Making it look easy, isn’t easy.
Ask anyone at Backroads. It’s hard work. It means forever asking, “Is the guest experience the absolute best it can be?” More often than not our answer is “no.” We continuously redefine what an active vacation can be and establish standards no one else can match.
Does this sound like the kind of company you want to be a part of? If so, we can’t wait to meet you.

Trip Operations Support Specialist

PURPOSE OF JOB:
To ensure the Trip Operations Department runs smoothly and efficiently with a focus timely execution of defined processes.

The Trip Ops Support (TOS) Team provides a full range of administrative assistance. Our fast-paced, high-volume, nimble environment demands someone adroit at content/data management, verbal and written communication as well as independent management of multiple tasks and projects with competing priorities and deadlines. While much of the work is self-managed, this position supports various departments and multiple Regional Managers. The responsibility of this team is to effectively act as the intermediary between Backroads and our vendors resulting confirmed reservations and signed contracts.

MAJOR DUTIES AND RESPONSIBILITIES OF THE TEAM:
1) Reservation Procurement
a. Generate, send and track reservation request letters for hotel and subcontractors. Negotiate confirmations within a specified timeframe.
b. Book campground and ferry reservations online and process the related paperwork including credit card reconciliation. (Due to booking policies, set by government agencies, this task may require working on a weekend and/or a holiday.)
c. Work in conjunction with the Private Trips department to obtain reservations as requested.
d. Obtain confirmation of released reservation blocks.

2) Regional Managers and Field Experts Support
a. Assist Regional Managers and Field Experts with processing trip changes and updating the trip itinerary database.
b. Post documents for leaders/field staff to the company intranet.
c. Format reports for ease of use.
d. Assist with tour cost and budget worksheet maintenance.
e. Ordering of magazines, books and maps, and the distribution of magazine articles and maps to the regions.
f. Research, as needed.
g. Scan and email all hard copy correspondence (fax and mail) to Regional Managers working in the field.

3) Hotel and Subcontractor Contract Management
a. Assist Regional Managers to generate, send and track contracts as well as act as intermediary for simple negotiation of terms.
b. Manage the contract process to ensure documents are signed prior to deadline.
c. Ensure the contract module (database), online documentation and hard files contain accurate and consistent information.
d. Track and compile insurance certificates from specific contracted vendors and update the internal database.

4) Other Responsibilities
a. Maintain and/or update our internal databases.
b. Audit reports and computer systems for errors and oversights.
c. Provide additional support and/or back-up for fellow Team members, as needed.
d. Assist with event coordination, set up, and clean-up for company gatherings.
e. Special projects as assigned.

REQUIRED KNOWLEDGE AND ABILITIES:
• Self-motivated and independent, but works well as a team player.
• Critical thinker
• Exceedingly detail-oriented while cognizant of the bigger picture
• A dedication to thoroughness and completing tasks in a timely manner
• An eye for identifying and communicating needs for system improvements.
• Highly proficient at Microsoft Excel, Word and Outlook as well as effective at learning new systems (proprietary databases).
• Strong organizational and communication skills (verbal and written).
• Adept at building relationships with vendors and co-workers.
• Exceptional time management skills & project management skills.
• Ability to understand and work with different cultural work styles.
• Foreign language skills a plus (Spanish, French and/or Italian preferred).
• Able to lift 30lbs.
• Ability to work at a computer desk for prolonged periods of time.
• Enthusiastic about working for Backroads and have a passion for active travel and the outdoors.

Competitive salary plus excellent benefits package including comprehensive medical, dental and vision insurance, 401(k) with employer match, flex plan, generous time-off and travel benefits, commuter incentive programs, etc. Backroads promotes work/life balance, and offers a fun, casual work environment.

STARTING DATE: August 26, 2013

APPLICATION DEADLINE:Thursday, July 31, 2013

To apply, please send a cover letter explaining why you think you’d be a great fit for Backroads along with your resume and salary requirements to staffing@backroads.com with “TOS Specialist” in the subject line of your email or by fax to (510) 292-2793, Attn: HR/TOS.

About Backroads

As the world's #1 active travel company, Backroads offers more bicycling, walking, hiking and multisport trips around the world than any other company. We are a service-oriented organization composed of high-energy individuals with varied backgrounds who enjoy people, travel and the outdoors.

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