Cruise Booking and Member Support Coordinator

About Westa

Westa is a member-owned travel agency consortium. Our clients, independent travel agencies, are the owners. They elect the board, control the budget, and share in the profits. We support 140 member agencies and more than 500 advisors with practical sales programs, marketing tools, and education, so independent agencies can grow without giving up control. We’re a small team of eight that runs the whole organization, so we’re looking for someone who enjoys a lean, efficient team and a close-knit group of clients and suppliers.

About This Role

This is a full-time, in-office position at our Troutdale office, running as a fixed-term contract from November 16, 2026 to November 1, 2027. The core of the role is the day-to-day running of our Cruise & Tour Center (CTC), along with general office administration. You don’t need cruise or travel-booking experience to succeed here — the work is about organized administrative support and clear communication, and we’ll teach you our systems. Westa is also in a transitional period: we’re evaluating some internal technical changes, including a possible move to a new operating platform. If we move forward during the term, the role would help support that transition and assist our member agencies as they adapt. Because the work may evolve over the year, we need someone flexible and comfortable taking on assigned work as priorities change. For the right person, there may be an opportunity to convert this into a permanent role at the end of the term.

What You’ll Do

This role keeps our Cruise & Tour Center running smoothly for the travel agents who rely on it, and keeps our office running day to day. You’ll be the first point of contact for agents who call or email the CTC, routing questions to the right people and handling the administrative work that keeps things moving. You won’t be making cruise bookings yourself — our specialists handle that.

Running the Cruise & Tour Center (the core of the role)

• Answer the CTC phone during the business day and be the friendly first point of contact — answering general questions, taking messages, and routing booking-specific questions to the right team member, so our travel agents and their clients are taken care of.
• Communicate with and assist travel agents by phone, email, and occasional online/video calls.
• Monitor the CTC inbox: review incoming booking invoices and advisories against CTC Dashboard reports, update the reports, and forward items to the applicable agent.
• Research and reconcile invoices and booking details, and keep the financial details on booking reports accurate.
• Prepare and update End-of-Month reports, including cancellations and bookings missing commission.
• Identify and escalate bugs or issues in CTC operations.
• Assist coworkers with tasks related to the smooth operation of the CTC.

Keeping the office running

• Coordinate office supply ordering and keep shared spaces stocked.
• Oversee shared office equipment — including the printer and our shipping tools.
• Occasionally help to receive and handle office visitors and incoming packages.

How the role could grow

• If Westa adopts a new operating platform during the term, learn it in depth so you can support others on it.
• Help our member agencies adapt to the new platform, answering their questions by phone, email, and online calls as they get up to speed.
• Take on assigned work and adapt as the role evolves over the course of the year.

Day-to-Day Tools

Outlook, Microsoft Teams, and Excel, along with the CTC’s booking and reporting tools. You don’t need prior experience with our specific systems, but you must be tech-savvy and able to learn new software quickly and independently. If Westa adopts a new platform during the term, getting confident enough with it to guide others would become a key part of the role.

You Bring

Experience: 2–3 years of professional experience. Customer service experience is required — ideally helping people use a website or software. Administrative experience is a strong plus, and travel industry experience is preferred.

Skills:

• Tech-savvy and able to pick up new software quickly and independently.
• A clear, patient communicator who’s comfortable helping people by phone, email, and video call.
• Organized self-manager who can hold a process and a deadline with limited oversight.
• Detail-oriented and accurate; you catch errors before they become problems.
• Comfortable with change — happy to take on assigned work and adapt as the role evolves.
• Self-starter who asks good questions, solves problems independently, and owns mistakes rather than hiding them.

Growth

This role starts as a fixed-term contract, but for the right person we’re open to converting it into a permanent role at the end of the term. As the CTC’s needs evolve, so will the work — someone who proves flexible, reliable, and effective with our members would be well positioned if a permanent role takes shape. Conversion is a real possibility, not a guarantee.

Benefits

• Employer-paid health and dental coverage after a 90-day probationary period. If you’re already covered elsewhere (for example, on a spouse’s plan), waiving coverage in exchange for additional pay is a discussion we’re open to having.
• A 3% match on a Simple IRA retirement account through Ascensus
• Paid time off: two weeks, prorated for the length of the contract.

Hiring Process

• Phase One (1 week): We accept applications for one week, then review them. We’ll notify you if you’re no longer under consideration.
• Phase Two: Selected candidates complete a short questionnaire.
• Phase Three: A virtual interview.
• Phase Four: Finalists provide references and join an in-person interview with the Westa team in Troutdale.

How to Apply

Apply through the Indeed application portal. Please don’t email or call Westa directly.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Opportunities for advancement
• Paid time off
• Retirement plan

Application Question(s):

• 1. In one or two sentences, what kind of working environment helps you do your best work in a small, in-office team, and what do you need from us to deliver at a high level? (We are trying to get to know you - please do not use AI)
• 2. What are three things that you can’t stand at work (tasks, work environment, manager) and why? (We are trying to get to know you - please do not use AI)
• 3. In one or two sentences, tell us about a time you helped someone who wasn’t especially tech-savvy get comfortable with a website or software. What did you do, and how did it go? (We are trying to get to know you - please do not use AI)

Work Location: In person