Sales Operations Coordinator

The Opportunity

Reporting to the Sales Operations Manager, the Sales Operations Coordinator will support our Polar Travel Advisers with documents and internal reporting. They will play a key role in the success of the Polar Travel Advisers and the Sales team.

Primary responsibilities

  • Prepare weekly overdue options reports
  • Communicate with agents/passengers to ensure completion of required online passenger forms 
  • Identify areas of improvement and collaborate with ideas
  • Work with the Passenger Operations Manager to create accurate final documents
  • Assist with the build and administration of Group products
  • Send out final documents for Polar clientsSend manifests and reports to the ships and relevant parties as needed
  • Liaise with the Quark Medical Director regarding passenger medical forms
  • Assist with managing the customer record database and merge duplicates
  • Process and manage reduced-revenue and non-revenue (FOC) generating bookings
  • Procure Letters of Invitation for visa assistance when required
  • Manage inbound telephone calls, e-mail messages, letters, and client payments
  • Assist with all correspondence via e-mail messages, formal letters etc.
  • Other duties as necessary

Skills/Knowledge/Winning Behaviors

  • Superior attention to detail is a must have
  • Excellent customer service and communication skills
  • Experience with Microsoft office – Excel, Word, PowerPoint
  • Able to work as part of a team
  • Ability to problem solve independently
  • Knowledge of the travel industry an asset
  • Knowledge of Salesforce and/or SoftTrip an asset or ability to learn new software a must have
  • Administrative experience, ideally in a high-volume fast-paced environment
  • Working knowledge of high-end adventure travel industry or other luxury/niche product an asset
  • High level of integrity and strong Client Service approach
  • Strong planning, organizational and prioritization skills
  • Great adaptability in a changing environment

About Quark

Quark Expeditions is the world leader in polar adventure travel. Since 1991, Quark has been establishing a tradition of firsts in polar travel: as the first to transit the Northeast Passage with adventure travelers; the first to take travelers to the far side of Antarctica; and the first to circumnavigate the Antarctic continent with guests. Quark Expeditions is recognized for its diverse fleet of passenger vessels and offers the widest variety of polar itineraries of any other adventure company.


Title: Sales Operations Coordinator
Department: Sales
Location: Toronto, ON.

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