Duties
The Community Education Travel Administrative Assistant works with the CET Manager and is the primary customer service contact for all CET trips.
GENERAL RESPONSIBILITIES:
- Receive and respond to all incoming customer phone calls.
- Manage the CET email account and respond to customer inquiries.
- Organize, input and maintain accurate customer registration and financial records on all CET tours. Prepare and coordinate timely customer payment records and reports with appropriate Community Education office staff members and the CET Manager. Oversee the process of customer payments and refunds.
- Assist in maintaining manual tour files and organize and maintain all CET file systems, maintaining appropriate security of all financial records when necessary. Work to develop new electronic systems and modernize CET office operations.
- Assist in CET’s travel agency functions with our travel partners including inquiring about available space on tours, obtaining information to answer customer questions when necessary, booking passengers and answering any questions the tour operator may have for CET.
- Assist in CET’s travel agency functions with our customers. Take reservations and maintain registration information in our system. Answer inquiries and send out brochures via email & USPS mail. Process cancellations and help prepare invoices including verification of charges and preparing trip letters as needed prior to the tour. Track survey responses at the commencement of tours.
- Oversees customer departures from Forest View and possibly the airport as needed, as well as on returns from extended tours.
- Assist CET Manager with CET operated tours including handling tour preparations and managing a wide range of operational details.
- Assist in mailings and other office activities as necessary.
- Assist with any CET marketing functions at Forest View Educational Center such as travel shows.
- Other duties as assigned by the CET Manager or Community Education Supervisor, including occasional duties that may fall outside of the CET program.
Qualifications
Personal Qualifications:
- Excellent interpersonal skills
- Excellent written and verbal communication skills
- Detail-oriented and highly organized
- Growth and collaboration mindset
- Thrives in a fast-paced environment and easily adapts to change
- Customer service focused
- Excellent problem-solving ability
- Ability to work nights/early mornings and weekends as needed
Professional Qualifications:
- Bachelor's degree or equivalent experience required.
- At least 3 years experience in a professional office setting.
- Must have outstanding customer service and interpersonal skills, and the ability to effectively interact with a wide range of individuals.
- Ability to communicate effectively with staff, vendors, sales representatives, and clients of CET.
- Must have business and accounting training (bookkeeping, payables, receivables, etc.) and administrative experience.
- Strong technology skills including expertise with MS Office products, Apple products, databases, spreadsheets, and electronic communications.
- Demonstrated ability in planning, organizational skills, and attention to detail.
- Basic knowledge of the group travel industry strongly preferred.
Salary/Benefits
Full time with benefits.
SALARY: $40,000 - $45,000 per year based on qualifications