Allied Tours is seeking a detail-oriented and organized Tour Planner to join our team. The Tour Planner will be responsible for the end-to-end administration, coordination, and execution of both one-day and multi-day tours. This role requires strong negotiation skills, proficiency with tour booking software, and the ability to manage multiple aspects of tour logistics, including vendor relationships, pricing, and tour director support. In addition to primary tour planning duties, the Tour Planner will assist with tour reservations and general office tasks as needed. This is an in-office position; however, for candidates in Omaha, the role may begin remotely and transition to in-office once the office location is completed/established. Candidates should note that this position primarily involves working on the phone or computer, with minimal in-person interaction.
Primary Responsibilities: Tour Planning
Tour Administration: Manage all aspects of assigned tours (one-day and multi-day), including reservations and coordination of hotels, attractions, meals, transportation, insurance, airlines, and other logistics.
Vendor Negotiation : Negotiate competitive rates and contracts with hotels, restaurants, attractions, bus companies, guides, and other vendors to secure the lowest prices and best value.
Financial Oversight : Handle payments, including deposits and balances, and audit vendor transactions for refunds or discrepancies.
Pricing Development: Calculate tour prices using the Tour Pricing Spreadsheet, ensuring accuracy and obtaining final approval from management.
Operational Support: Create and manage tour director and driver notes, maps, brochures, and other materials necessary for smooth tour operations.
T our Director Coordination: Administer pay advances and refunds for tour directors, and request payments for directors and driver tips upon tour completion.
Tour Audits: Conduct timely audits of completed tours to reconcile advances for tour directors and vendors.
Communication: Collaborate with supervisors and Allied personnel to provide updates on tour progress, challenges, and resolutions, primarily via phone or email.
Software Proficiency: Utilize and maintain accurate tour information in the Tour Booking Software (TBS) for itineraries and planning; develop expertise in TBS functionality.
Tour Design: Evolve into designing customized tours for private groups and Allied retail tour offerings.
Secondary Responsibilities: Tour Reservationist
Customer Service: Provide expert advice to customers and outside sales agents regarding Allied Tour products and offerings, primarily over the phone.
Phone Support: Answer incoming calls for Allied as needed, delivering professional and courteous service.
Office Assistance: Support general office tasks, including document creation, and assist with programs such as "Stay the Night on Us" program, using computer-based tools.
Qualifications
Strong organizational and multitasking skills with keen attention to detail.
Excellent negotiation and communication abilities, particularly over the phone.
Proficiency in Microsoft Office (especially Excel) and the ability to quickly learn Tour Booking Software (TBS).
Experience in travel, tourism, or event planning is a plus.
Comfort with extended periods of phone and computer-based work.
Ability to work independently and collaboratively in a fast-paced, office-based environment.
Work Environment
This position is primarily office-based, with the majority of time spent on the phone negotiating with vendors or assisting customers, and on the computer managing tour details and software. Interaction is largely remote, with limited in-person contact with colleagues, vendors, or clients. Flexibility to handle multiple projects and deadlines is essential.
How to Apply
Interested candidates should submit their resume and a cover letter detailing their relevant experience.
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