Group Tour Planner

Job summary

The role involves creating and managing tour itineraries, securing bookings, and coordinating with vendors and clients. It also includes handling administrative accounting tasks and providing support to group leaders during travel.

Job details

Job description: About Ellison Travel & Tours We're a Canadian, family-owned travel company with over 45 years of experience helping people explore the world. From group and student tours to women's travel and performing arts and more. Job Description: The successful candidate will be responsible for supporting our group travel division by becoming knowledgeable on our tour products; booking tours, insurance and other travel arrangements for clients; and assisting our experienced Group Planning team. About the Role: The Group Travel Planner is a full-time role that provides a high level of customer service, must work well under pressure and be a team-focused individual with the ability to adapt and support change. We welcome you to come join our zealous and knowledgeable team of travel professionals! Key Responsibilities: Itinerary and Tour Management: Create and update tour itineraries as needed, secure all tour bookings and ensure group performances are arranged. Pull confirmations and complete vendor details for final tour documentation and use a proofing checklist to review the final tour binder before submitting it for management approval. Client and Vendor Relations: Utilize client retention strategies, including in-person meetings, to build rapport with clients. Communicate effectively with clients, answer their questions, and assist group leaders (tour managers) while groups are traveling, even during evenings and weekends. Send required information to preferred vendors (e.g., coach companies, hotels) and confirm payment receipts. Administrative and Accounting Duties: Complete accounting tasks according to company procedures, submit insurance information for group policies and order any cash requirements for final documents. Accurately process documents including contracts, invoices, insurance paperwork, ticketing, and final tour documents. Update ClientLinq and submit time logs to administration weekly. Collaboration and Support: Work collaboratively with managers and peers to achieve individual, team, and company goals. Participate in proofing work and assist other planners, ensuring clients and vendors are supported in the absence of assigned planners. Knowledge and Skill Requirements: Maintain adequate insurance knowledge to sell relevant products. Be proficient in software and tools including Atlas, ClientLinq, Microsoft Office Suite (Word, Excel, Outlook), and internet search engines. Policy and Procedure Compliance: Adhere to company policies and procedures in all tasks. Ensure accurate processing and production of documents. Other Duties: Take on additional tasks as assigned by management to support team functions and business needs. About You: The ideal candidate will have the following skills and experience: Excellence in customer service and people skills, as well as resourceful administrative skills Event planning experience an asset Strong organizational skills and attention to accuracy, detail and compliance Passion for travel Tech savvy, comfortable with new and changing technology High level of integrity, sense of accountability, and professionalism Post-secondary diploma (Travel & Tourism diploma or education an asset) BC Insurance Certification (certification can be completed following hire as part of the training process) Why Ellison Travel & Tours? Offices in Exeter and London (ON), and Vancouver (BC) with network of Ellison Travel professionals across Canada Travel Leaders Network Affiliate, and Uniglobe Member Award winning, family run business 100% Canadian owned and operated Competitive pay, health benefits, IATA card and other travel perks You must be legally eligible to work in Canada to apply. This is an existing Job Opportunity. Ellison Travel & Tours does not use AI to screen applicants. Ellison Travel & Tours will accommodate individual accessibility needs throughout the hiring process. We ask that applicants make their needs known when first contacted by our recruitment team.

What you’ll do

The role involves creating and managing tour itineraries, securing bookings, and coordinating with vendors and clients. It also includes handling administrative accounting tasks and providing support to group leaders during travel.

Requirements

Candidates should have a post-secondary diploma in Travel & Tourism and a strong background in customer service and administration. BC Insurance Certification is required or must be obtained following hire.

Benefits

• Health Benefits
• IATA Card
• Travel Perks

Listed skills

• Customer service · Preferred
• Attention to detail · Preferred
• Microsoft Office Suite · Preferred
• Client Relationship Management · Preferred
• Organization · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer Service
• Itinerary Planning
• Event Planning
• Vendor Management
• Administrative Skills
• Attention To Detail
• Microsoft Office Suite
• Client Relationship Management
• Travel Booking
• Insurance Sales
• Organization
• Professionalism

Job areas

• Hospitality
• Customer Service & Support
• Administrative
• Transportation
• Sales