Office Support Manager

Overview

Global Travel Collection (GTC), part of Internova Travel Group, is the most influential collection of international luxury travel agencies. More than 1,500 GTC advisors are industry leaders in providing premium travel services to leisure travelers, corporate executives and the entertainment industry. GTC’s combined global reach and leverage translate into value, recognition and preferential treatment for its world traveler clients.

Responsibilities

The overall responsibility of this role is to provide administrative and operational management of the physical office and local Advisors. Oversee the day-to-day running of the office community and facilities to ensure a positive, productive physical environment and local support. Key Focus: Day-to-day office operations; issue escalation; triage support.

This is a fully on-site position, splitting time between two office locations:

2525 Bardstown Rd Suite 102 Louisville, KY 402059432 Shelbyville Road Louisville, KY 40222

General Office Duties

• Maintain a safe, clean, comfortable and respectful work environment
• Maintain functionality of office equipment
• Monitor and manage general office supplies
• Handle all incoming mail and address or distribute accordingly for the office
• Monitor commission checks and expenses for the office (see Accounting)
• Schedule and manage vendor visits
• Coordinate on-site training sessions with training team
• Manage multiple calendars which includes a high volume of vendor meeting scheduling, coordinating and confirmation, vacation schedules/coverage, events and milestones, etc.
• Daily opening/closing, general operations, and management of the office where applicable
• Monitor general office email box and manage leads/requests.
• Office Bills: scan, send and obtain approval from Director for rent statements, Fed Ex, and other office bills.
• Building Management: communicate with building management regarding facility issues, repairs, etc.
• Deliveries: ship documents and packages for advisors and distribute incoming mail and packages
• Office Vendors: schedule service calls for office vendors such as LDI, Pitney Bowes, shredding, and e-waste.
• Technical Support: assist with issues regarding the computers and phone before escalating to the PCHelp & Telecom departments

Support for Independent Travel Advisors:

• Ensure a sense of community (see Office Culture)
• Provide overall triage support or guide and direct IC to appropriate departments
• Ensure proper communication of and adherence to GTC policy and processe

Accounting

• Log all checks with advisors DK # / or invoice #.
• Identify correct advisor with commission payment through email blasts to offices
• Send Weekly FEDEX into HQ with logged checks
• Log all FEDEX bills with advisor branch # and send to Accounts Payable
• Assist Advisors with NMI
• Manage vendor receivables

Office Culture

• Coordinate client events
• Organize charity drives
• Decorate office for holidays
• Organize office events and meetings
• Sending out emails for all holidays in keeping with Company Culture of Diversity, Equity & Inclusion

Qualifications

• Bachelor’s degree or equivalent experience preferred
• 2+ years of experience in an office support management role
• Excellent customer service skills
• Excellent verbal and written communication skills with strong interpersonal communication skills in all modes of communications, whether by phone, email, or in person
• Proficient in use of Microsoft Office Suite to include MS Word, MS Excel, MS PowerPoint and MS Outlook
• Familiarity and experience with GDS strongly recommended, but not required; willingness and dedication to become GDS proficient
• Fundamental knowledge of the travel industry and all tools necessary to fully support the staff and Advisors
• Accounting back-office knowledge a plus
• Strong team player, organizational skills, self-motivated, driven, and flexible
• Ability to think ahead, anticipate problems and risks
• Ability to work independently, follow through and complete tasks
• Work effectively in a fast-paced environment
• Ability to multi-task to ensure that every matter assigned is addressed timely and appropriately, always meeting deadlines

PAY AND BENEFITS

Our benefit offerings include choice of two medical plans and two dental plans, vision insurance, flexible spending accounts (FSAs), company-paid life insurance and AD&D, optional additional life insurance and AD&D, disability insurance, paid parental leave, paid time off, 401k Plan with company match, discounted employee travel options, access to LinkedIn Learning webinars and courses. Discounted pet insurance and auto, home, & renters insurance.

The salary range on this job posting/advertising has been developed to give applicants a wide range to comply with pay transparency laws in all states and geographical areas.  Many factors, such as years of experience, geographical location, budget etc. are considered when determining the starting rate of pay.  The salary range posted represents the pay range for U.S. candidates.  If the job posting indicates that the role is available for international candidate consideration, the salary range will be based on the local market for the country where the candidate would be working.                       

This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company’s financial goal achievement and individual performance.

Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.

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