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Tour Logistics Manager

Vacations By Rail
May 2022

The Tour Logistics Manager is responsible for the day-to-day operations of VBR's escorted product within North America. S/he ensures the tour will be delivered to VBR's standard in an accurate, timely and efficient manner.

Responsibilities

  • Manage overall communications and maintain relationships with contracted tour suppliers
  • Create and maintain technical itineraries and other related documents for tour managers and coach drivers
  • Create and maintain customer itineraries
  • Communicate clearly and accurately all trip logistics and needs via email, teleconferencing and phone with suppliers and tour managers as required
  • Provide rooming list and sales updates to suppliers as required
  • Maintain strict adherence to internal and program deadlines
  • Monitor and action payment, cancellation, and attrition dates - liaise with Finance as required
  • Ensure deposits paid and TM expense reports created and actioned
  • Collaborate with Product with any operational issues
  • Coordinate with local operators regarding guest counts, logistics coordination, extra arrangements, special considerations, trip details, etc., for an assigned group of itineraries to ensure seamless operation of trips
  • Prepare documentation for customer travel documents and internal documents
  • Manage product inventory
  • Formulate and distribute tour manager expense templates
  • Conduct tour briefings with tour managers prior to tour start date
  • Collaborate on CSQ reviews and TM feedback
  • Provide support to the Tour Operations Manager and tour managers when on-the-road issues arise
  • Collaborate and work with cross-functional partners in Sales, Systems, Marketing, Product and Operations teams in the US & UK to identify and implement solutions to customer and/or operational issues
  • Assist with the implementation of new processes and procedures and identify new opportunities to streamline existing ones
  • Optimize operational processes to ensure maximum efficiency while maintaining quality standards
  • Research customer services issues with suppliers and vendors
  • Ensure all tasks and responsibilities are prioritized and handled in a timely and professional manner. Anticipate problems and ask probing questions in order to respond effectively


Qualifications

  • Minimum 5 years of professional work experience in operations or logistics within the travel industry
  • Computer literate with strong proficiency in Microsoft Office and Excel
  • Exceptional attention to detail
  • Strong problem-solving and time management skills
  • Self-starter with hands-on approach and demonstrated ability to work efficiently
  • Strong communication skills (verbal and written)