M&E Operations Staff Member

Job Type: Location Type: On-site

 

JTB USA, Inc., a US subsidiary of JTB Corp., has grown from a travel information service bureau for Japanese travelers to the US to a full-service travel management company meeting the needs of all travelers. Today, with access to a worldwide network of affiliates, JTB USA provides global travel management services for business and leisure travelers in the US markets.

JTB USA, Inc.

Job Description

Position:

Junior Travel Coordinator

Date:

March 2020

Division:

GBS

Report to:

Manager

Department:

M&E Operation

Direct Reports:

n/a

FLSA Status:

Non- Exempt

Job Rank:

A

Remote Work Status

n/a

Pay Grade:

n/a

Location:

Meetings, Incentives and Events Operations

Competency Requirements:

Level I Specialist

GENERAL POSITION SUMMARY

This position is responsible for making and confirming corporate/leisure clients’ travel requirements.

ESSENTIAL JOB FUNCTIONS

Group Travel Management & Sales (% of Time Spent: %)

• Makes joint calls to companies, non-profits and other organizations with sales staff as requested.

• Corresponds and negotiates with vendors (airlines, hotels, transportation companies, etc.) to coordinate and prepare group arrangements.

• Drafts and prepares quotes and itineraries and provides term and conditions information needed by sales staff for the preparation of contractual agreements.

• Researches and provides necessary information to the sales team for preparing their MICE proposals.

• Escorts group tours or provides onsite event management as needed and upon request by Branch Managers.

• Maintains relationships with customers, clients, and vendors as needed to fulfill group operations at a high level of quality and efficiency.

• Billing and collecting payments, and with preparing the initial closing drafts for sales review and finalization.

Reservation/Ticketing Management (% of Time Spent: %)

• Handles reservations, ticketing, JR Pass issuance and other operational tasks required for successful group operations.

• Works with sales staff in assisting group customers with necessary visa arrangements that arise.

• Resolves daily operational issues that arise including but not limited to, weather delays, flight schedule changes, hotel rate issues, etc.

• Updates clients’ profiles and airlines’ commission contract profiles, when necessary.

• Develops cooperative working relationship with other internal departments, such as sales, accounting, and IT to improve accuracy on reports, the understanding of sales tools and new technologies, and to promote business.

• Negotiates effectively with vendors for applicable group cases.

• Works hard to further master the technical know-how necessary to better perform their tasks.

Other Duties:

• Seeks constant improvement, more efficient and less expensive ways and means in work processes.

• Performs special projects and other miscellaneous duties as assigned by your superiors.

• Maintains high ethical standards in the workplace.

• Reports all irregular issues and problems to your superiors for solution.

• Maintains good communication with your superiors, office staff members and outside contacts.

• Complies with all company policies and procedures.

• Responsible for maintaining a clean and safe working area

Supervisory Responsibilities: none

MINIMUM QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• Possesses 0-1 year of experience in the travel industry, or equivalent skills, in one’s expertise.

Skills and Knowledge

• Possesses basic knowledge and skills to perform day-to-day responsibilities but requires close supervision.

Certificates and Licenses

• Driver’s license

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential job functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Working Hours:

• Normal business hours between 8:45 a.m. to 5:00 p.m.,

• May be required to work after normal business hours and weekends

Working Environment:

• Work is performed in an air-conditioned office environment.

• Work can be performed remotely but may be required to report to the Los Angeles Office two times per month or as required.

• Infrequent (two times per year) domestic travel by air is required.

• Subject to varying atmospheric conditions, up to and including, noise, pollution, dust, fumes and vehicle exhaust.

• Frequent travel is required internationally and domestically by both car and airplane.

Equipment Used:

• General office equipment including phones, fax, copier, personal computer, scanner, etc.

• Software includes the use of Windows operating system, MS Office, AXIS, Peoplesoft, Central Command.

PHYSICAL AND MENTAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• While performing the duties of this position, the employee is required to frequently sit and occasionally must stand, walk, use hands and fingers and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

• Specific vision abilities include the ability to read and analyze data in hard copy and on a computer screen, measure or identify using eyesight and adjust vision focus.

The mental demands described here are representative of those that must be met by an employee to successfully complete the essential job functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• While performing the duties of this position, the employee is required to show mental stamina for problem solving and dealing with stressful situations; prioritizing multiple tasks, ability to recall and recreate detailed conversation or events, interpret and apply oral/written instructions; remain alert and coherent to take action in stressful conditions.

The above information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not intended to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add, revise, or delete information in this description.

Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

To submit an application, click on the Apply button at the top of this page. JTB USA, Inc. is a drug free workplace and an Equal Opportunity Employer.