Seasonal Reservations Coordinator

Seasonal Reservation Coordinator

The Reservation Coordinator plays a vital role in supporting the day-to-day operations of St. James Travel & Tours. You will be responsible for entering and managing reservations for Five Star Fast Track, Ground Handling and Cruise, liaising with Tour Operators, suppliers and guests, preparing schedules and reports, and ensuring the seamless coordination and delivery of services. A proactive, customer-focused approach and attention to detail are essential.

Job Responsibilities:

This will include, but not be necessarily limited to, and in no particular order of priority:

• Entering reservations for Five Star Fast Track, Ground Handling & Cruise
• Five Star Fast Track, Tour Operator, Hotel, Tours & Cruise reconfirmations
• General correspondence including interactions with Clients, Tour Operators, Suppliers & Cruise Operators
• Completion of all necessary paperwork and daily reports in a timely and accurate manner

• Manage written and verbal communication with clients, guests, suppliers, and Tour Operators to book, cancel, or amend services
• Ensure all bookings are entered accurately in the reservation management system and updated as changes occur
• Follow up on unconfirmed bookings and outstanding supplier responses to ensure services are secured and finalized
• Maintain thorough knowledge of all products, services, excursions, and experiences in order to provide accurate information to guests and Tour Operators
• Handle late bookings or last-minute changes with urgency and ensure all affected departments or suppliers are notified promptly
• Ensure accurate service details and quotes are provided to suppliers, clients, and internal teams, while coordinating closely with the Accounts Department for any billing matters

• Assistance with the preparation of arrival, departure and welcome packages including ensuring that all welcome packs for arrivals are cross-checked and distributed to guests in a timely manner
• Assistance and coordination of Five Star Fast Track, Ground Handling & Cruise reports, schedules and transportation
• Coverage of Reception Desk as required
• Coverage of Duty Phone on rotation basis

• Assist with airport and port duties as needed

• Proactive, customer-friendly approach to providing Meet & Greet Services and Representation services for St. James Travel & Tours and Five Star Fast Track clients

• Maintain filing systems
• Provide support with general correspondence and administrative duties
• Report guest incidents or feedback to the relevant Manager
• Proactively offer support to other departments during downtime or when operations are busy
• Resolve customer issues or complaints where possible and escalate as needed

• Development & maintenance of good professional relationships with all suppliers
• Maintain a good relationship with airline personnel, immigration and customs officers under the guidance of the Operations Manager Airport Services
• Maintenance and enhancement of St. James Travel & Tours service standards and reputation as a leading Caribbean DMC
• Any other areas where you are needed. It is expected that you will volunteer your assistance, should you find yourself with downtime, when other areas of the operation might still be busy
• All Suncompanies Team Members are expected to develop and introduce (in consultation with Management) procedures and processes to improve department efficiency
• Ensure delivery of a high level of service and most of all, maintain a spirit of team work among all team
• All Team members must adhere to standards of professional behavior equal to that expected in an International Corporate environment
• Other duties as assigned

Skills & Qualifications:

• Prior experience in travel, tourism, or a DMC environment is an asset.
• Strong administrative and organizational skills with excellent attention to detail.
• Effective written and verbal communication skills.
• Proficiency in MS Office and reservations systems.
• Ability to multitask, prioritise, and adapt in a fast-paced, customer-oriented environment.
• A proactive, courteous, and professional approach.
• Flexibility to work weekends, holidays, or beyond regular hours based on operational demands.