Logistics Administrator, Travel

About this position

We have embarked on an ambitious strategic plan to grow the Girl Guide membership, support our volunteers and create new efficiencies across the country. This is an excellent time to join one of Canada's most trusted youth serving charities. Come join our amazing team as we work together to achieve our vision "a better world, by girls"!

Do you love all things travel? Does the idea of organizing amazing international and domestic opportunities for girls and young women get you pumped? Are you a detail-oriented person who thrives in a fast-paced environment?

GGC is actively searching for a Logistics Administrator, Travel.

This role reports to the Manager, Special Experiences and supports the Member Experience team in offering travel and related opportunities to our members. 

Target start date for this position will be January 2019.

The Logistics Administrator, Travel will:

• Prepare travel opportunities for applicants, including arranging communications, webpage updates, revision of travel and itinerary documents, and FAQ.
• Manage application and admissions process and communication, including preparing online applications, supporting applicants and liaising with software partners to troubleshoot, as necessary, as well as coordinating screening and approvals process.
• Prepare, administer and consolidate feedback from various travel surveys.
• Coordinate payment processes with vendors and participants. Ensure invoicing and reconciliation, in collaboration with Finance department.
• Monitor negotiated partnerships and/or agreements with third party travel suppliers i.e.: Corporate Traveler, Georgia Hardy Tours; administer such agreement as required.
• Monitor all logistical arrangements and compliance with Safe Guide requirements.
• Coordinate all travel logistics, including hotel and flight arrangements, insurance coverage and form collection.
• Support Guiders and volunteers, as needed, in preparation for trips, including providing thorough safety preparation & assessment to minimize risk.
• Manage all communications with trip participants and additional third parties, as required, including oversight of emergency phone while trips are in session.
• Maintain an ongoing inspection of processes, an analysis of feedback, and provide suggestions for improvements and efficiencies.
• Prepare annual report of all international and domestic travel/events i.e.: persons, finances, learnings, outcomes.
• Provide general administrative support: assist with mailings, process invoices, maintain inventory of travel supplies, respond to inquiries by telephone, e-mail, mail as appropriate, maintain department files.
• Additional administrative tasks for Special Experiences as assigned.

You are the model candidate if you:

• Have (personal) international and domestic travel experience (group travel is ideal).
• Have experience with program coordination and implementation.
• Have previous experience providing client care and/or customer service.
• Have experience working with MSOffice Suite (Word, Excel, PowerPoint, Outlook).
• Have excellent oral and written communications skills, highly organized, and demonstrated professionalism.
• Have excellent interpersonal skills and relationship building skills.
• Have strong problem-solving skills.
• Demonstrate a keen attention to detail and accuracy.
• Embody the attributes of our core DNA – welcoming, imaginative, courageous and enthusiastic.
• Are creative, curious and passionate about GGC's future.

Assets:

• Experience with youth focused recreation programs (such as overnight camps, day camps, travel programs, after school programs, day cares, community centres, etc.).
• Experience working in administration, coordination, or sales/customer service support within the travel industry.
• Experience with Survey Monkey Apply, or similar application software.
• Experience with iMIS or similar CRM software.
• Experience within Guiding.

Does this sound like you? Then apply today.

Submit a cover letter and resume (as one file) with salary expectations by November 26, 2018 to:

Leisa McKenzie – Manager, People and Culture
Girl Guides of Canada–Guides du Canada
50 Merton Street, Toronto, Ontario M4S 1A3       
E-mail HR@girlguides.ca  

Girl Guides of Canada-Guides du Canada (GGC) recognizes and values the richness of human diversity in its many forms, and therefore strives to ensure environments where girls and women from all walks of life, identities, and lived experiences feel a sense of belonging and can participate fully. 

Upon request, Girl Guides of Canada-Guides du Canada will make available reasonable accommodations for persons with disabilities during the recruitment process. Accommodation requests should be made in advance to People & Culture. 

We thank all candidates for their interest. Only those selected for an interview will be contacted.