At NousTravel, we believe that exceptional client experiences begin with a supportive, collaborative team environment. We are seeking an organized, dependable, and service-focused professional to join our Santa Monica office and become an integral part of our growing team. This role is responsible for the day-to-day administration of the office while providing valuable support to our travel advisors, helping them deliver outstanding service to clients. SABRE GDS skills are a plus! Reporting to the Senior Vice President of Strategic Partnerships, the ideal candidate is a proactive team player who enjoys building relationships, thrives in a fast-paced environment, and takes pride in creating a welcoming and productive workplace.
Key responsibilities
Office operations
- Oversee day-to-day office operations to ensure an efficient, welcoming workplace.
- Evaluate office workflows and recommend improvements.
- Manage mail, scan checks, and email accounting
- Order key cards, office keys, business cards, and office supplies.
- Manage lobby elevator access and security guest registration.
- Arrange vendors for meetings and events, including catering and conference room audio/web setup.
- Manage the office calendar and answer general phone inquiries.
- Keep office and kitchen areas clean and organized daily, including running the dishwasher.
Advisor support
- Serve as a primary point of contact for daily hotel program questions and escalate issues via FRONT App.
- Monitor and respond to the Hotel Agent Support Desk within set response times.
- Help advisors resolve hotel issues such as missing rates, booking problems, amenity disputes, and commission questions.
- Escalate unresolved issues to hotel partners and close the loop with the advisor.
- As scheduled, provide coverage support for advisors while they are on holiday or out of office, handling hotel-related client needs and booking issues until they return.
IT and administrative support
- Serve as the on-site hands and eyes for NousTravel's remote IT team: set up and maintain monitors, printers, and other equipment, follow IT's direction to troubleshoot issues in person, and coordinate equipment deliveries and swaps.
- Assist with additions and corrections to supplier contacts in the intranet supplier directory.
- Assist departments with administrative processes, projects, and coordination needs.
Hotel Partnerships
- Build and maintain relationships with key hotel partners, brands, and property contacts.
- Represent NousTravel at industry events, supplier meetings, and client presentations as needed
Hotel program Administration -
RFP Process, As needed support of the program:
- In partnership with management, help to optimize the NousTravel hotel program
- As needed, assist hotel team with the annual hotel RFP list, based on advisor booking volume, client demand, and target markets.
- As needed, assist w distribution of hotel RFPs and drive timely responses and follow-ups from properties.
- Track RFP status, deadlines, and responses; summarize bids for review.
- Audit hotel rate loading in the GDS against contracted rates and terms.
- Ensure accuracy of hotel content and rate integrity, including amenities, rate codes, and cancellation policies.
- Share program updates, new preferred properties, and promotions with advisors.
- Log discrepancies, follow up with properties until corrected, and report recurring issues
This is a full-time office-based position, with availability for extended hours when necessary. Consistent and reliable attendance is required.
Required Skills/Abilities:
- Exceptional verbal and written communication skills
- Knowledge of Hotel Programs is a plus
- Excellent interpersonal and customer service skills
- Outstanding ability to multitask managing multiple priorities
- Excellent organizational skills and attention to detail
- Strong analytical and problem-solving skill
- Ability to function well in a high-paced and at times stressful environment
- Team player is very important
Education and Experience:
Prior experience as an office manager, or administrative/ executive support experience (Travel Industry experience required)
Physical Requirements:
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times.
Must be able to travel as needed without restriction.
$28.00-$29.00 per hour