Operations Travel Planner - Job Description

Holbrook is dedicated to offering quality educational, natural history, and specialty travel coordination to groups and individuals. Major channels of distribution of our product include institutions, nature organizations, and photography clubs, a wide array of special interest clubs and also families and friends. Holbrook also owns and operates Selva Verde Lodge and Private Reserve in Costa Rica.

Our primary areas of expertise are Latin America and Africa. Countries such as Costa Rica, Belize, Honduras, Ecuador and the Galápagos Islands, Peru, Kenya, Tanzania, and South Africa are some of the regions in which we create our own programs through direct negotiation.

The ideal candidate would be enthusiastic, have a love for connecting with others and hold a strong belief in travel as a valuable vehicle for experiential learning. The position in our Operations Dept. requires a broad range of skills and an organized and motivated individual. Applicants must have excellent verbal and written communication skills and work well within a team environment. Excellent analytical skills, attention to details, strong communication skills, and the ability to juggle numerous tasks at once are a priority for this role. Fluency in Spanish is a plus for this position. This position reports primarily to the Chief Operating Officer, Stephanie Kowacz, and Operations Manager, Jennifer Bruck.  

Position is a hybrid position with 3 days per week required at our office in Gainesville, Florida.

Role Description

This role is focused on working with international suppliers to: quote, price, reserve, finalize and manage travel services for group travel programs. This includes preparing spreadsheets in MS Excel, communicating on the phone and via email with international suppliers, updating data in multiple booking systems, and preparing travel documents. Additionally, there is a strong emphasis on communicating with the Sales Team about program proposals, reservations and overall group tour management. The role also interacts with the Product Development Team on annual product pricing, managing the reservations of our series group programs, and data entry. This position is expected to be available to travel as needed and prepare presentations after their travel to share with office. Hosting of Zoom meetings with our Sales Team and clients is also required. From a technology perspective, this role utilizes multiple proprietary systems, MS Office products including Word, Excel, PowerPoint, and Outlook as well as Zoom and projects are managed in Basecamp.

Qualities & Character

  • Responsible and trustworthy
  • Team-oriented
  • Excellent communication skills 
  • Project management skills & deadline management
  • Thriving in change – ability to prioritize in a fast-paced environment
  • Good problem-solving skills 
  • Flexible and adaptable
  • Results-oriented
  • Hardworking, energetic, and cooperative disposition
  • An understanding of and belief in responsible travel

Qualifications, Skills, Experience & Background Needed

  • Minimum 3 years in tourism or related field preferred
  • Bachelor’s degree required
  • Willingness to travel internationally
  • Tech savvy (Microsoft applications, especially MS Excel and Outlook) 
  • Knowledge of world geography
  • Reservations management
  • Data entry
  • Customer service
  • Excellent verbal and written skills
  • Ability to work in a fast-paced work environment and manage time efficiently
  • Travel experience preferred
  • Fluency in Spanish is a plus

To apply:

Please send the following to stephanie@holbrooktravel.com

  • Cover letter expressing why your qualities, background and experience support your success in the role
  • CV
  • Please provide salary expectations; competitive salary offered based upon experience & qualifications

Pay Periods

Salaries are paid on a bi-weekly basis with 26 pay periods per year.

Salaries

Salaries are established at the time of employment, commensurate with skills, experience, position and potential.

Probationary Period

Each employee is hired on the basis of a 90-day orientation and evaluation period. These first three months are very important for you as well as for the agency. Each party will have the opportunity to determine if the abilities and job assignment match. During this period you will be assigned to a department under the direct supervision of a manager or supervisor who is available to advise and assist you.

Employment at Holbrook Travel is "at-will," meaning that either the employee or the employer may terminate the employment relationship for any reason, at any time, with or without cause or notice. Applicants must be authorized to legally work within the U.S. and must live in or near Gainesville, Florida.