at Certares Homecoming LLC in Chicago, Illinois, United States
Job Description
AHI Travel is looking to add a Program Operations Manager to our Operations Department. This position adds value to the AHI Travel brand and extends our tradition of excellence by striving to provide the highest service and professional levels. This position will manage all activities related to the operations of international tours as well as educate and work with internal departments. AHI will make the investment in someone who wants to be with us for the long term! Essential Job Functions:
• Prepare schedule for yearly milestones
• Enter allocations and dates for hotels and ships
• Add inventory to AHI Res for initial sales
• Set review dates for each supplier to minimize penalties
• Monitor space requirements based on review dates and review with Allocations
• Forward hotel booking reports as outlined in the hotel LOA.
• Request prepayments to suppliers and lecturers on a monthly basis
• Adjust payment requests either based on pro forma supplier calculations received and/or internal calculations based on changes in passenger counts
• Request cash advances for Travel Directors/Campus Directors on a monthly basis
• Prepare annual deposit schedules by program
• Coordinate needs for lecturers
• Prepare initial supplies needed for each program series
• Prepare 30-day recaps to suppliers including VOX.
• Prepare Final Itinerary and transfer confirmation.
• Send out Travel Director's boxes 14 days prior to program operation
• Handle passenger special requests including dietary, extra nights, private transfer, private car tours, special excursions, and request and get specific information required
• Prepare visa invitation letters & hotel confirmations for passengers where applicable
• Review and approve Travel Director/Campus Director expense reports following trip operation
• Review Travel Director/Campus Director Trip Report and follow up with vendors on actionable points
• Attend Pre-Creative and Creative Meetings
• Responsible for special itineraries within program series
• Handle all changes with suppliers and Travel Directors, including late passenger additional and cancellation, special requests, and any tour related operational problems as they occur
• Prepare overall Program Recap for Travel Directors.
• Coordinate lecturer needs including confirming dates, rates, and terms for all on-site lecturers; drafts letters of agreements and post schedules
