Administrative Assistant/Receptionist

Job Summary :

Answer and route incoming phone calls. Provide administrative support and data entry for a variety of operational areas.

Essential Duties and Responsibilities :

Reception :

• Answer and route all incoming calls in a timely, efficient, pleasant and professional manner. (Office hours are based in Pacific Time Zone between 8am-5pm)
• Verify caller details against AgentMate for proper call handling.

CRM Data Entry :

• Enter new client bookings in AgentMate quickly and accurately.
• Communicate reservation ID and any follow-up instructions to agent and other operations staff as appropriate.
• Pull leads into AgentMate from Retrieve Lead Request and audit prospect or client information for accuracy and correct marketing engagement.

Other Operational Areas :

• Forward incoming client invoices, waitlist and upgrade notifications, air details, visa and health notifications, final payment notices, group updates and other vendor communications to agents and operational staff as appropriate.
• Forward itinerary change information and promotional messages to sales, operations and marketing staff.
• Process travel insurance purchase requests and enter details in AgentMate.
• Process client gift orders and enter details in AgentMate.
• Process group space requests with vendors and enter details in AgentMate
• Special projects as assigned.

Education, Knowledge and Skills :

• High School Diploma or equivalent.

• Two years administrative/clerical experience. Previous experience in the travel industry preferred.

• Demonstrated computer aptitude/proficiency in Microsoft Office Professional Applications.

• Detail oriented with excellent English language and customer service skills.

• Excellent communication, problem solving and organizational skills.