Office Coordinator

August 15, 2022 in Experience

Tahiti Tourisme North America

Tahiti Tourisme North America (TTNA) is the DMO (Destination Marketing Office) for French Polynesia, more commonly known as “The Islands of Tahiti.” As the DMO for The Islands of Tahiti, this office oversees all marketing, advertising, public relations, promotions, events, and travel agent programs conducted in the U.S., Canada, and Mexico. TTUS liaises with airline, cruise line, hotel, resort, tour operator, travel advisor and consortia partners to develop product, launch marketing initiatives, and generate robust tourism trade within French Polynesia.

With a small staff, the company’s team-based environment allows each employee the opportunity to manage their various roles and duties while remaining involved and available for other areas of business initiatives. This creates an efficient, highly interactive, support driven environment encouraging effective results for the French Polynesia tourism industry at large.

Position Description
Job Title: Office Coordinator
Prepared Date: August 2022

SUMMARY:  Primarily responsible for providing administrative and organizational support for the TTNA office, working closely with Managing Director of TTNA, Tahiti Tourisme Head Office (TTHO) and third-party consultants for various organizational functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  1. Administrative Duties
  • Greet and assist all visitors
  • Manage office telecommunications
    • Oversee phone system
    • Answer and direct all incoming phone calls including consumer and trade requests for information on The Islands of Tahiti
  • Coordinate the pick-up and delivery of express mail and courier services (FedEx, UPS, etc.)
  • Receive, review, and distribute daily mail
  • Provide administrative support and handle day-to-day front office tasks, including duties such as photocopying, scanning/emailing, filing, and data entry
  • Manage incoming emails through Info and Feedback
  • Responsible for fulfillment requests from general delivery e-mail and fulfillment voicemail
  • Coordinate with fulfillment warehouse for the shipping of collateral and promotional material
  • Responsible for organizing and maintaining collateral and promotional material in the stock room
  • With Promotions team, coordinate preparation and dissemination of training kits and collateral material for agent training sessions
  • Maintain Company Calendar
  • Organize various meetings, internal and external. Coordinate dates, send reminders, compile agendas
    • Arrange refreshments and execute other meeting requirements as needed
  • Maintain and update the company database
  • Assist the office staff as requested with special projects or tasks
  • Liaise with Human Resources Vendor and other third-party consultants as they relate to Office Administration
  • Perform basic Human Resources tasks, such as:
    • General office orientation for new hires
    • Paperwork dissemination for employment separation, as guided by third party vendor
    • Verify accurate hours and vacation time for staff
    • Liaise with Benefits Administrator for Employee Insurance Needs
    • Liaise with third party vendor for 401(k)
  • Order, maintain, and organize all office supplies and equipment, including computer and other electronic device inventory
  • Research and analyze new office systems to increase efficiency
  • Manage and coordinate with IT company to update and maintain office electronics
  • Attend promotional and Partner events, activities and programs, as needed
  • Work closely with Managing Director on all company business matters
  • Provide input for Monthly Reports, as it applies to the position
  • Attend and participate in team meetings
  • Maintain computer and software proficiency, as well as systems introduced by TTHO
  • Conduct yourself in a congenial and professional manner while representing Tahiti Tourisme
  • Understand company direction and philosophy and your individual role within the team
  • Be cognizant of industry changes, partner philosophy and direction, management and personnel changes and provide feedback or disseminate as necessary
  1. Bookkeeping & Corporate Duties
  • Track partner receivables/payables as directed by TTHO; make phone call reminders as necessary
  • Work with TTHO Finance Department to ensure that all financial reporting obligations are met in relation to submissions for funding, including
    • Receive and scan invoices and other financial and business documents to TTHO
    • Access invoices on Sharepoint and coordination stamping, coding and signature by Managing Director
    • Verify all employees have submitted complete Expensify reports monthly and they have been approved by Managing Director
  • Provide documents to TTHO to ensure an accurate and timely monthly and year-end close
  • Other general administrative duties, including filing and build file folders; bank deposits
  • Oversee corporate logistics:
    • Company licensing and other required filings
    • Contracts necessary for facilities, services, and outside vendors
    • Maintain membership in appropriate travel industry associations
    • Review and update all insurance policies in accordance with California law
    • Assist Corporate Board Secretary with Minutes & Filings

QUALIFICATIONS:

  • Minimum of two years of college and two years related experience and/or training, or equivalent combination of education and experience in travel & tourism with some business experience
  • Strong ability at Microsoft Office
  • Accuracy; Attention to detail
  • Problem-solving
  • Must possess legal authorization to work in the US at time of application
  • Ability to physically escort and demonstrate excursions and tours on a fam trip, if and when necessary to fulfill job responsibilities

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To apply, please send cover letter and resume to Kristin Carlson, Managing Director, [email protected]