Travel & Conference Passenger Communications Coordinator

Description:

The National WWII Museum is currently seeking a Travel & Conference Passenger Communications Coordinator. The Travel & Conference Passenger Communications Coordinator supports the Travel and Conference team mainly through management of the department’s travel software, ViaTour. Support duties focus on the Museum’s wide array of signature educational programs, including educational travel programs abroad and domestic, the annual International Conference on WWII, and symposia.

A strong emphasis of this position is confidential management of both guest and program data, working closely with the customer care team in the management of guest data, the operations team in the management of vendor data, the content team in the management of contracted expert data, and the marketing team in the management of guest communication and proofreading sales collaterals. Travel & Conference Passenger Communications Coordinator will be responsible for all guest mailings, both electronic and hard copy, including but not limited to email messaging, booking confirmations, reading lists, and final documents.

Additional responsibilities include auditing guest information and providing sales staff with reports of delinquent payment balances and missing documentation that is required for travel, pulling reports requested by the operations team, assisting other Museum departments with reports, as needed, and arranging for regular data transfers to the other Museum systems. Travel & Conference Passenger Communications Coordinator will also backup the sales team in responding to phone calls during high volume call periods or staffing shortages, and participate in the Saturday phone coverage rotation. Strong communication and proofreading skills also required.

The position reports to the Director of Customer Care.

Requirements:

• Work closely with the Educational Travel Department to ensure that guest data, vendor data, and staff/historian data is entered into ViaTour correctly and adheres to deadlines.
• Work closely with the Travel & Conference Marketing team to create, proofread and edit informative, high-quality guest correspondence and sales collaterals, ensuring that all relevant stakeholders have reviewed and approved documents prior to distribution.
• Monitor final payments and guest documentation, provide reports for missing payments, and work with the Director of Customer Care to assign sales staff to contact guests as needed
• Provide manifests to operations team, as required for confirming and operating program services, such as tours, conferences, and symposia.
• Manage all guest mailings, whether electronic or in hard copy, including but not limited to emails, booking confirmations, invoices, reading lists, and final documents
• Work with other departments as required, to accomplish data transfers to other Museum databases on a monthly, quarterly, or yearly basis.
• Perform guest Traveler Portal audits
• Perform other duties and special projects as assigned by the Associate Vice President, Senior Director of Educational Travel, and the Director of Customer Care.

Qualifications

• Proven track record of administrative support.
• Knowledge of World War II history and geography is preferred but not required
• Excellent verbal and written communication skills
• Demonstrated interpersonal skills and abilities
• Extensive knowledge of the Microsoft Suite products is required (Training on Viatour will be provided)
• Ability to discuss the full collection of signature Educational Travel Programs and Conference products, both domestic and/or international travel programs, as assigned
• Highly organized and has effective time management skills
• Willingness to work a flexible schedule that goes beyond a 40-hour week including some weekends and evenings
• Must be able to report to work on campus, this not a remote/work from home position.
• Ability to push, pull, and lift up to 20 pounds: May require bending, squatting, or reaching, occasional use of equipment, and prolonged standing and/or walking during which time objects are transported

In addition to offering competitive wages, the Museum’s benefits package includes:

• Medical insurance – 2 plan options; Museum pays 75% of premium
• Dental and vision insurance
• Flexible spending account
• 401(k) – Museum matches 50% of employee contribution up to 6%; employer contribution full vested after 3 years of employment
• Life insurance and AD&D - $15,000 policy employer paid; additional life and AD&D available
• Long term disability insurance
• Paid vacation and sick leave, 10 paid holidays per year
• Free parking
• Tuition assistance and professional development
• Employee assistance program

The National WWII Museum is an Equal Opportunity Employer and seeks diversity in its workforce. We are dedicated to a policy of non-discrimination in employment on any basis including age, sex, race, religion, national origin, sexual orientation, or disability. Consistent with the Americans with Disabilities Act, applicants may request accommodations needed to participate in the application process.