Administrative and Reservations Associate

Do you want to explore the travel industry in a meaningful position supporting group travel experiences, with opportunities to visit these destinations yourself? Witte Travel & Tours is seeking a detail‑oriented, organized, and proactive Administrative & Reservations Associate to support our Group Department and Reservations teams. This role is ideal for someone who enjoys multitasking, communicating with both internal teams and customers, and ensuring accuracy in documentation and data management.

ABOUT WITTE TRAVEL & TOURS

Witte Travel & Tours is a full-service travel agency and a well-known tour operator with a national clientele. Since 1975, our Group Tours department has earned an excellent reputation for arranging group tours throughout Europe and other international destinations. Our specialties include:

• Performance tours for choirs, bands, orchestras, and other ensembles
• Spiritual journeys for church groups or religious organizations
• Study tours for educators and their students
• Special interest tours for alumni groups, clubs, community organizations, extended families, and other groups seeking to travel

JOB DESCRIPTION

The Administrative & Reservations Associate plays a key role in preparing group travel documents, supporting reservation operations, managing files, coordinating mail and shipping, and assisting with travel protection and cancellations. This position requires strong attention to detail, excellent communication and proofreading skills, and the ability to work efficiently in a fast‑paced environment.

QUALIFICATIONS

The ideal candidate will have:

• Strong attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and deadlines
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Experience with reservation or CRM systems is a plus
• Customer‑service mindset with a professional, friendly demeanor

Bachelor’s degree is preferred but not required. Employment is contingent on passing a background check.

SCHEDULE & BENEFITS

This position is full-time (Monday-Friday) in the office.

Witte Travel & Tours provides insurance benefits (medical, dental, vision, life) with no waiting period for new employees! Employee benefits also include vacation, sick time, 401(k), and the opportunity to travel with additional days off and designated funds to cover part of or all the travel costs.

PRIMARY RESPONSIBILITIES

–Administrative Support –

• Prepare final group travel documents, including proofing, assembling, packing, and shipping
• Create and distribute office copies of documents and checklists
• Prepare Air‑Only final documents, including flight schedules and email merges
• Assist with brochure and flyer proofing and printing
• Proof, polish, and format proposals, letters, and miscellaneous correspondence
• Proof and ship concert programs to group directors
• Process and delivery daily mail, ship packages via UPS, USPS, and FedEx, and order additional office supplies as needed
• Maintain group and sales files (physical and digital) and organize and rotate archive folders to long term storage

– Surveys & Marketing Support –

• Send group survey forms and compile results
• Assist Marketing with Christmas emails and gift preparation
• Coordinate updates to mailing lists and Tour Tools reminders

– Reservations –

• Resolve registrations submitted without payment
• Prepare and send reservation confirmation letters, welcome packets, and travel protection documentation
• Maintain passenger records and tour folders
• Process updates to client accounts (contact info, passport details, emergency contacts, etc.)
• Maintain accuracy of client data and resolve duplicate records

– Cancellations –

• Prepare and process cancellation paperwork
• Confirm penalties and update reservation system
• Send cancellation confirmation letters
• Notify internal teams when cancellations affect soon‑departing groups

If you are interested in working with a great supportive team in an exciting industry, please submit your cover letter and resume emphasizing your education, experience, and qualifications. Please do not call.

Job Type: Full-time

Pay: $17.00 - $18.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you willing to submit to a background check?
• Do you have any professional experience in the travel industry?
• Please describe your personal travel experience. Have you traveled internationally?

Education:

• Bachelor's (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Grand Rapids, MI 49512 (Required)

Ability to Relocate:

• Grand Rapids, MI 49512: Relocate before starting work (Required)

Work Location: In person