Virtual Assistant for a Busy Travel Advisor

Job Description: We are seeking a highly organized and detail-oriented Virtual Assistant to support a busy travel advisor in handling various administrative tasks related to invoicing, chasing commissions, and email management. As a Virtual Assistant, you will play a crucial role in ensuring smooth operations within the fast-paced travel industry. Your responsibilities will include organizing files, processing hotel and tour confirmations, and invoicing them in our host agency system. Additionally, you will be responsible for managing the travel advisor’s email inbox, sorting and organizing important emails from clutter.

Responsibilities:
Invoicing: Generate and process invoices accurately and efficiently using our host agency system.
Commission Chasing: Follow up on outstanding payments and commissions, ensuring timely collection.
File Organization: Maintain an organized file system for all travel-related documents, including hotel and tour confirmations, client itineraries, and payment records. Ensure easy accessibility and efficient retrieval of information.
Email Management: Organize the travel advisor’s email inbox, sorting and prioritizing emails, and flagging important messages requiring immediate attention. Use email filters and labels to streamline the inbox and reduce clutter.
Travel Confirmation Processing: Receive and process hotel and tour confirmations, verifying details such as dates, rates, and special requests. Update relevant records and communicate any changes or issues to the travel advisor.
Administrative Support: Provide general administrative assistance to the travel advisor, including scheduling appointments, occasionally making travel arrangements, and maintaining an organized calendar. Assist with other tasks as assigned.

Requirements:
Previous Experience: Proven experience as a Virtual Assistant or in a similar administrative role, preferably within the travel industry. Familiarity with invoicing processes and commission tracking is highly desirable.
Detail-Oriented: Exceptional attention to detail and a strong commitment to accuracy. The ability to maintain organized files and meticulously process invoices and confirmations is essential.
Organizational Skills: Strong organizational skills with the ability to multitask, prioritize tasks effectively, and meet deadlines in a fast-paced environment. Excellent time management skills are crucial.
Tech Savviness: Proficient computer skills, including experience with productivity tools such as email clients, spreadsheets, and CRMs
Communication Skills: Excellent written and verbal communication skills.
Confidentiality: High degree of integrity and ability to handle sensitive information with utmost confidentiality.
Proactive and Self-Motivated: Ability to work independently and take initiative in identifying opportunities to improve processes and assist the travel advisor more effectively.

This is a part time position with the possibility to grow into a full time position.

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