Group Operations Executive

Purpose of the role

Asian Trails Singapore’s role as Group Operations Executive is a key position for coordination between the Asian Trails office and its overseas partners and local suppliers to fulfil the need of its customers. A large part of the role is to ensure that all daily operations (including ground operations, bookings, communication, and negotiations) are in line with the customer’s and company’s requirements in a professional, timely manner. Based in Singapore, the ideal candidate will become a part of a great team of passionate travel colleagues.

Overall Responsibilities

Arranging guide and supplier briefing with group reservation and MICE team
Assisting in sourcing and negotiating ground suppliers’ contracts to ensure that rates are competitive in the market
Attending group’s requests on the ground, leading the operation from arrival to departure, managing on the spot last-minute changes, and handling any situation that may arise during group visits
Conducting investigation on complaints when required
Fostering good relationships with hotels and suppliers
Handling the company’s hotline (24/7 while the group are on the ground)
Handling inventory and operation stock such as printable materials, corporate merchandise and etc.
Supporting the group reservation team in bookings for ground suppliers (transport, guides, attractions and F&B) and ensuring confirmations are being provided according to company standards
Performing adequate follow-ups on group arrival and schedule reminders for excursions and departure transfers
Preparing and finalizing daily transfer logs, itineraries, welcome kits and gifts for group arrivals, excursions and departures
Visiting VIP clients and groups for welcome briefings
Work closely with colleagues from other departments and offices within the Asian Trails Malaysia head office.

Qualifications

A degree in the hospitality and tourism industry is highly preferred
Minimum 4-years’ experience in a travel & tourism company – experience in a similar position or with MICE groups is a prerequisite
Excellent command of English – both verbally and in writing – is essential. Knowledge of a third language is seen as an asset
Able to delegate, cooperate and coordinate with all concerned persons and institutions within the travel industry
Excellent command of Microsoft Office applications (Excel, Word, Outlook) and excellent computing skills. Experience with DMC software is an advantage
The ideal candidate must be detailed-orientated, service-minded, have some experience in negotiations and have the drive to deliver exceeding expectations
Able to work under pressure, meet tight deadlines and work flexible hours during peak season. A “Can Do” attitude and positive thinking that includes creative thinking is an asset
This position is only open for Singapore nationals or residents with a work permit.

Asian Trails will only consider those with a genuine interest in joining a dynamic inbound travel company. Interested and potential candidates are invited to send us your updated resume, including a cover letter with salary expectations, a current photo (not older than 6 months), the date when you will be available and state why Asian Trails would benefit in hiring the suitable candidate in English in Word to Ms Izzaty or Ms Natasha via email: hr(@)asiantrails.com.my

INCLUSIONS

A full day tour with a professional English-speaking guide. Other languages are on request and may be subject to supplementary charges
Transportation by car / mini-van with professional driver.
All entrance and donation fees for visits as mentioned in the description.
All applicable taxes and service charges
Lunch at a local restaurant is included (food only)

EXCLUSIONS

Tours, inclusions of any kind and other services that are not outlined in the tour description
Personal expenses such as meals, drinks, tips and gratuities, shopping, portage fees and optional tours, unless otherwise stated
Hotel accommodation in the destination of commencement.
Compulsory Christmas, country-specific festival and/or New Year dinner at included hotels
Single supplement charges for single travelers, where applicable
Any airline tickets, visa fees, additional transportation cost from and to the general meeting point
Supplements for transfers for customers arriving or departing from any airport or resorts located outside the general pick-up and drop-off locations
Hotel expenses of a personal nature, should an overnight be included: this includes mini-bar consumption, laundry, room service, any telephone or other communication cost not mentioned in the program
Travel insurance coverage for customers (highly recommendable)

GOOD TO KNOW

This tour is operated on full private basis with English-speaking guide. Other languages are on request / subject to availability and supplementary charges may apply.
Transfers are only operated within the downtown Chiang Mai areas and restricted to main hotels only.
Regions outside the central business district such as Mae Rim, Hang Dong, Doi Saket, Mae Taeng and Chiang Mai International Airport are excluded and supplementary charges apply.
We regret that are unable to provide pick-up and drop-off transfer services from and to apartment complexes, local guest houses or private apartments. We advise you kindly to head on your own arrangement to the nearest hotel inside the downtown Chiang Mai area.
We will do all possible to comply with any dietary requirements during this excursion; it may not always be possible to confirm your wishes in advance based on the choice of local restaurant.
Due to the nature of this tour, we regret to inform you that this excursion is not suitable for wheelchair users.
Guests are advised that some walking is required during this excursion; we always ensure that we take the most comfortable ways from the entrance of the sight to the sight itself.
The road up and down Doi Angkhang is not suitable for large coaches; for group travel, note that the group needs to be split up into mini-vans. We always will make efforts to confirm the exact pick-up time upon reservation.
For any operational issues in which are not able to confirm the exact pick-up time in advance, we reserve the right to inform you the day before the departure of the tour.
Due to the absence of ATM machines and credit cards payment portals, we highly recommend to bring sufficient cash with you. Please ensure that you bring sunglasses, a hat /cap and sunblock with a high SPF factor when traveling with us on this tour – even when it is cloudy, the sunrays still have an immense power.
We reserve the right to make necessary changes to the excursion in case of unfavourable weather conditions or situations where we are forced to make alterations to guarantee the safety of our guests.
It is recommendable to bring a jacket / sweater with you as temperatures on Doi Angkhang are often much cooler than around Chiang Mai.
It is the responsibility of the customer to provide us with the correct hotel information, should pick-up and drop-off services be included in the package.
Any changes in accommodation outside 48 hours will be handled accordingly: changes within 48 hours may be on request.