Description

<div><p>Our employer is a privately held company, one of Canadas largest private travel companies, specializing in faith groups, corporate and leisure travel, as well as customized tours.</p>
<h3>Position Overview</h3>
<p>We are seeking a highly organized, service-driven Office Administrator (Thornhill) to support daily operations across our Travel and Tours divisions.</p>
<p>This role sits at the center of the organization, combining reception duties, administrative coordination, and travel operations support. You will act as a key point of contact for clients, suppliers, and internal teams, ensuring smooth day-to-day execution across a high-volume, fast-paced travel environment.</p>
<p>The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities while maintaining a high standard of accuracy and client service.</p>
<h3>Key Responsibilities</h3>
<h3>Administrative & Operational Support</h3>
<ul>
<li>Provide day-to-day administrative support to travel consultants, IHTours Groups department, and management</li>
<li>Prepare and format client-facing documents including itineraries, confirmations, invoices, and travel packages</li>
<li>Maintain organized digital and physical filing systems across client records, bookings, and financial documentation</li>
<li>Assist with general administrative tasks as required across departments</li>
</ul>
<h3>Group Travel & Booking Support</h3>
<ul>
<li>Assist with booking-related administrative tasks, including data entry, confirmations, and supplier follow-ups</li>
<li>Maintain accurate records of all groups, passengers, and leads within CRM and internal systems</li>
<li>Develop familiarity with group travel requirements across faith-based, special interest, and event-driven programs</li>
<li>Provide support in managing multiple active group files with varying timelines and service expectations</li>
</ul>
<h3>Front Desk Coverage</h3>
<ul>
<li>Serve as a point of contact for incoming calls, emails, and in-office visitors</li>
<li>Manage front desk operations with a professional, client-focused approach</li>
<li>Maintain a welcoming, organized, and professional office environment</li>
<li>Handle incoming customer service inquiries from prospective and existing clients with a solution-oriented mindset</li>
<li>Assist in maintaining ongoing communication with clients to support retention and repeat business</li>
<li>Set up and coordinate in-office and virtual training sessions with suppliers</li>
</ul>
<h3>Systems & Data Management</h3>
<ul>
<li>Input and maintain data across CRM systems, booking platforms, and internal tools</li>
<li>Ensure accuracy and consistency of client information, booking details, and billing records</li>
<li>Support travel advisors with administrative workflows and system updates</li>
</ul>
<h3>Office Coordination & Team Support</h3>
<ul>
<li>Coordinate internal communication across departments to ensure alignment and efficiency</li>
<li>Manage office supplies, scheduling, and general administrative logistics</li>
<li>Support onboarding of new employees with administrative setup</li>
<li>Assist in organizing internal meetings, travel arrangements, and company events</li>
<li>Participate in training sessions, industry events, and internal initiatives as required</li>
</ul>
<h3>Requirements</h3>
<h3>Experience</h3>
<ul>
<li>2–5 years in an administrative, office support, or coordinator role</li>
<li>Experience in travel, hospitality, or a service-driven environment is a strong asset</li>
<li>Exposure to group travel coordination or high-volume client servicing is preferred</li>
</ul>
<h3>Technical Skills</h3>
<ul>
<li>Strong proficiency in Microsoft Office (Word, Excel, Outlook)</li>
<li>Comfortable working across multiple systems including CRM platforms, booking tools, and invoicing systems</li>
<li>High attention to detail in data entry, documentation, and record-keeping</li>
</ul>
<h3>Profile (What You Must Be)</h3>
<ul>
<li>Highly organized with strong attention to detail</li>
<li>Able to manage multiple priorities in a fast-paced, deadline-driven environment</li>
<li>Proactive and solution-oriented, with a strong sense of ownership</li>
<li>Strong communicator with a professional and client-focused approach</li>
<li>Team-oriented, but capable of working independently when required</li>
<li>Calm under pressure and capable of handling high-volume workloads</li>
</ul>
<h3>Nice to Have</h3>
<ul>
<li>Experience with travel industry</li>
<li>Knowledge of travel documentation (tickets, itineraries, visas)</li>
<li>TICO certification (or willingness to obtain)</li>
<li>Experience supporting multiple departments or business units</li>
</ul>
<h3>Why Join</h3>
<ul>
<li>Work with a well-established and growing Canadian travel organization</li>
<li>Exposure to corporate travel, leisure, and global group tour operations</li>
<li>Collaborative team environment with hands-on learning opportunities</li>
<li>Clear pathway for growth into travel operations or consulting roles</li>
</ul>
<h3>Compensation</h3>
<ul>
<li><b>Salary range: 50-55k</b></li>
<li>Growth opportunities within operations and travel advisory teams</li>
</ul></div>
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