INVENTORY & PAYMENTS COORDINATOR: GROUP TRAVEL
Format: Salaried, Full Time
Salary: USD 18,000 / Year
Based: Remote, preferred time zones between GMT-6 and GMT+2
Start date: ASAP
JOB SUMMARY
The Inventory & Payments Coordinator will bring a methodical work style and strong attention
to detail to the Operations team at OUR CLIENT in a dual data administration role loading and
managing online trip inventory and logging guest and supplier payments for OUR CLIENT’s
passion-led group trips worldwide. This role will be tasked with carefully building trips on
OUR CLIENT’s booking engine (Rezdy) using a sharp eye to ensure trip description copy and
pricing is correct, polished, and professional. Once loaded the Inventory & Payments
Coordinator will oversee the reservations and backend systems, carefully monitoring and
maintaining the trip inventory, and providing frequent updates to stakeholders to ensure that
trip inventory is expertly managed. Along with inventory, this role will be responsible for
managing payment and balance dues with guests, hosts, and suppliers ensuring zero loss on
operational error. The successful candidate will be a hyper-organized and process-driven
person with strong attention to detail and a natural ability to learn and use multiple systems
at once.
RESPONSIBILITIES
● Load and manage the booking and reservation system (Rezdy), ensuring inventory is
100% accurate and up to date at all times
● Take responsibility for payment and balance dues with guests, hosts, and suppliers
ensuring zero loss on operational error
● Monitor availability on our reservation system and work closely with stakeholders to
speedily resolve supply issues
● Skillfully execute administrative workflows, processes, and procedures
● Complete daily & weekly administration tasks, such as balances due
● Analyze incidents and systems issues and identify problems that affect users
● Monitor for abandoned cart bookings and flag to the Guest Experience team for follow
up
● Update supplier details as needed
● Support the development and documentation of business processes, proactively
identify gaps and recommend/deliver innovative solutions for ways to improve
efficiencies
● Escalate any issues that cannot be easily resolved to line manager and wider team
● Make amendments and cancellations in the system as required
● Ensure final guest numbers and guest information such as dietary requirements are
recorded on the trip logs
● Other tasks as required
SKILLS
● At least 2+ years’ experience working with systems and inventory management –
group travel and/or events preferred
● Self-motivated, proactive, and highly organized with the ability to manage multiple
projects simultaneously
● Experience with tour operator software and ability to efficiently learn software tools
● Experience in high volume and efficient data entry
● High levels of attention to detail and accuracy
● Strong problem solving skills
● Experience with complex pricing and loading of multiple room categories
● Fluent professional English and sharp eye for catching editing errors
● Passionate about continuous improvement
● Open minded, inquisitive, and curious
● Fluent in English, ideally having worked in international teams
● Experience with Rezdy, HubSpot, Monday.com, WordPress, Google Drive, and Slack
preferred
