OPERATIONS EXECUTIVE

The purpose of the Operations Executive (Vehicles, tour plan database, mineral water & tissues) is to organize all aspects of tour operations involving vehicles and drivers, mineral water & tissues from scheduling, booking to monitoring and control. Deliver the service to meet contractual service requirements and customer satisfaction. Assist in handling customers’ complaints about vehicles and drivers, mineral water & tissues

The main Tasks:

• Receive tour itinerary information from Sales and update booking records
• Book and schedule vehicles, drivers and related services (if any) under supervising and rechecking of Hanoi Office Manager.
• Process changes to itineraries and advise relevant department/personnel thereof for appropriate actions
• Ensure accurate communication of itinerary information with drivers, or tour guides or related persons
• Ensure vehicles are adequately staffed and equipped
• Check vehicles for rent for their physical status, insurance coverage, driver license… before signing rental agreements
• Key all driver’s names and contacts on tour plan for all bookings.
• Cross check tour plan’s rate with sale’s itinerary to correct if anything is wrong from new booking to advise sales to adjust or amend.
• Make the debit in the end of each month and submit to accountancies for setting payment under supervising and rechecking of Hanoi Office Manager.
• Make the plan for call mineral water and tissue supplier to provide enough quantity in each month for clients and list out to distribute for driver for clients (for tour has mineral water and tissue)
• Assist to make care call incase Hanoi Customer Care is off, annual leaves or on vacation
• Assist Hanoi Office Manager & Customer Care in handling customers’ complaints about vehicles, drivers…
• Work assigned by Hanoi Office Manager
• Check reports and invoices about itinerary, attendance records of all drivers (permanent and temporary), and pass them to Accounting Department for their bookkeeping and payment processing purpose on a monthly basis
• Weekly vehicle booking report
• Monthly car requirement forecast
• Co-operate with Contracting / Sales to ensure price and quality of services as per agreement
• Co-operate with Product to evaluate performance of service providers and suppliers
• Maintain relationship with suppliers
• Attend regular training courses to keep up to date with product and sales procedures
• Keep others informed by sharing information. Inform product department of any product feedbacks

QUALIFICATIONS AND KNOWLEDGE

• Graduate in Tourism, Hospitality
• Knowledge of tourism, geography, foreign cultures
• Extensive destination knowledge
• Basic accounting knowledge

SKILLS

• Good written and spoken English
• Thorough understanding of MS Office (Excel, Word, PowerPoint etc.)
• Excellent communication and negotiation skills
• Organizational, detailed oriented and time management
• Teamwork

SPECIAL REQUIREMENTS

• Flexibility to work overtime
• Ability to work under pressure and tight deadline
• Accuracy, carefulness, patient, efficient, organize