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Reservations Coordinator

Poseidon Expeditions USA, LLC seeks a full-time Reservations Coordinator to assist the Director of North American Sales with trade and customer sales and reservations, and coordinate administrative functions at the company’s Providence-based office. Responsibilities include:

• Fielding email and telephone inquiries with reservation requests for travel aboard the company’s Arctic and Antarctic expedition cruise ships; checking availability within the company’s reservation system; confirming space and requesting invoices from the company’s finance department; following-up with agents or clients as needed by email and telephone.
• Tracking confirmed bookings through the entire lifecycle of each reservation. This includes coordination with the company’s main reservation center; monitoring deposit and final payments; sending out and receiving various passenger forms and documents.
• Proactively assisting travel agents and customers with challenges that might occur during the reservation process; working with the director and main reservation center to resolve problems and issues in a professional, timely way; effectively liaising with customers, colleagues and management through both oral and written communications.
• Entering basic financial transactions and maintaining the general ledger in QuickBooks; updating and maintaining various spreadsheets; assisting the director in the general administration and management of the Providence office.
• Establishing and refining systems for greater accuracy and efficiency.
• Other special projects, as assigned.

The ideal candidate must be a self-starter, able to multi-task and work independently in a small office environment. S/he should have three or more years of administrative and customer service in a professional office environment, with experience in the travel or hospitality industry highly desirable. A four-year college degree, with background in business administration or marketing is preferred.

Excellent interpersonal, active listening and communication skills (verbal and written) and a good phone manner are critical. Good writing and proofreading skills and knowledge of grammar is essential. The candidate should demonstrate the ability to project a positive, courteous attitude to clients and co-workers, and possess outstanding problem-solving and decision-making skills.

S/he must be detail oriented with excellent organizational skills, and have proficiency with Apple computers, Microsoft Office including Excel spreadsheets, email and website navigation. Some experience with QuickBooks or accounting software preferred.

The position will report directly to the Director of North American Sales. Salary in the mid-30s, commensurate with experience; benefits are included. The company is located in Providence, RI, so this is an excellent opportunity to play an important role in a unique travel company as it continues to grow and serve the marketplace.

Company Background:

Poseidon Expeditions (PEX) is a leading provider of polar expeditions in the cruise industry. Founded in 1999, the company is a recognized leader in icebreaker cruises to the North Pole and the Russian High Arctic. Poseidon expanded its offerings in 2013 to include deluxe expedition cruises to Antarctica, and to the Arctic destinations of Svalbard, Greenland, Franz Josef Land and Iceland in 2015. With representation and offices in the UK, US, Germany, Cyprus, Russia, China and Japan, the company markets it travel programs worldwide. Its goal is to provide curious, discerning travelers with the perfect combination of comfort and personable service, balanced with maximum opportunities for outdoor polar activities in the spirit of adventure.

Poseidon Expeditions USA, LLC is an Equal Opportunity employer, and does not discriminate on the basis of age, race, gender, religion or sexual preference.

Please email resume with cover letter to infoUSA@poseidonexpeditions.com with Reservations Coordinator in the subject line.  No phone calls please.