Admin/Operations Assistant Cape Cod Custom Tours

Overview Join our vibrant team as a Cape Cod Custom Tours Operations Assistant, where your enthusiasm and organizational skills will help craft unforgettable experiences for our guests. In this dynamic role, you'll support the smooth operation of our custom tours, ensuring every detail is perfect from start to finish. This paid position offers an exciting opportunity to be part of a lively hospitality environment that celebrates local culture, scenic beauty, and exceptional guest service. If you thrive in energetic settings and enjoy working with diverse gro

Essential Duties and Responsibilities:

Hourly Position:

35 - 40 Hours per Week Computer Programs - Microsoft Word, Microsoft Excel, Tour Trac Reservation System Friendly and Helpful Telephone Skills Needs to be Very Detail Oriented Administrative Prepare proposals, secure any restaurants and attractions that are space sensitive, and record in Forecast, Rooms, and White Star list (when pertinent). Prepare Final timed itinerary, add all materials for the tour, book in Tour Trac Guide Support Beginning each season, invite and arrange for the annual meeting and their availability for the season. Prepare materials for preseason guide meeting. Work with HR for returning and new guides. Work with Director in assigning guides to tours. Oversee briefing and prepare materials for each. Time Sheets - review, total and record on recon sheet. Give to Director for approval. Pick up / Drop off guides when needed. Office Supplies Maintain inventory of all office supplies and update expense report. Call for copier maintenance when required. Account Bookkeeping /

Receivables and Payables:

Prepare deposit slips for checks and record information. Call cash office and email total deposit amount. Month End deposit report sent to the Controller / Copy in Deposit File Approve, code and/or create supplier invoices for payment and once checks are cut prepare the envelopes and documents for mailing.

Year End:

MVSS Tour Trac report to Controller Prepare 1099 Reports for Subcontractors goods/services (Poyant Studio, John Todd Entertainment, Freelance Guides) White Star Tours profit statement and Group Summary Off Season Maintain the Restaurant and Attraction binders with updated pricing, contact information, and comp policies. Update new information in Tour Trac, on Restaurant / Attraction price sheet, on all Entrée Count sheets in Word and on Comp Policy list for accounting. u

Other Duties :

Use of personal vehicle as needed. Licenses, Registrations, and/or

Certifications:

Valid Drivers License Required Education and Experience :

High School diploma or equivalent. Secondary education preferred. Prior office/administrative experience required.

Required Knowledge, Skills, and Abilities:

Must be proficient in Microsoft Office software, including word and excel. Excellent customer service skills required for in-person and telephone interactions. Must be detail oriented and can demonstrate math and basic finance skills. Must be flexible with their schedule as tours are not on conventional work week time frames. Must be able to safely perform the essential duties for the position, with or without, reasonable accommodation.

Typical Work Environments :

Office environment and outdoors depending on the tour. Use of personal vehicle to fulfill some responsibilities as needed.

Pay:

From $24.00 per hour

Benefits:

401(k) Dental insurance Employee assistance program Employee discount Health insurance Life insurance Paid time off Parental leave Vision insurance

Work Location:

In person