Administrative Assistant

Job details

Job description

Purpose of the position: To support the general manager by organising the day-to-day activities of the guided tour operations, by ensuring tours are well organised and planned, and by providing support to the guides and coordinators to ensure the tours proceed without delay or problems. You will also be expected to handle customer service in a professional and courteous manner, that reflects the image of this company.

Key responsibilities & duties
- Internal bookings management: You will be responsible for maintaining and updating the internal scheduling management system by creating, updating, approving and monitoring incoming bookings from different sources.

- Scheduling resources: You will be responsible for scheduling guides and coordinators and for reserving radios from radio suppliers for all confirmed tours in advance of the tour date. You will continue to liaise with above resources, sending monthly and weekly reminders of confirmed schedules and all details of tours on the day before.

- Customer services: You will be the first person to reply to incoming queries, and a prompt, professional and friendly response is essential. Queries can arrive from different channels, including email, phone, chat, text messaging, and social media, and the successful applicant will have a proven record of using these methods of communication.

- Ticket reservations: You will be responsible for managing an internal management system for ticket reservations, mainly but not exclusive to, the Vatican Museums and the Colosseum. This requires a vigilant daily outlook to ensure tickets are reserved on time and that tickets no longer required are cancelled in a timely manner to avoid costly fees and expenses.

- Other additional duties as required by General Manager

Requirements

Fluent written and spoken english required.

How to apply

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