Join the Alpaca Family – JOB OPENINGS

JOIN THE TEAM: JOB OPENINGS

We are hiring! Alpaca Your Bags Travel is seeking a part time office assistant for our 2021 wedding and engagement season. This role will start as an independent contractor at approx. 15 hours per week. For the right candidate, there is the option to grow into a full-time salaried position. While working from home is occasionally an option, this role is not virtual;  candidates must be able to work in our office locally on a regular basis. 

Alpaca Your Bags Travel is a young, fast growing company with significant financial goals. In 2020, we managed nearly $1.75M in gross travel sales for hundreds of clients across the United States. More than 75% of our business is Destination Wedding groups, assisting couples with groups of 40-60 guests per wedding. This is where you come in!

As we start our 7th year in business, we are looking for a fun, organized and entrepreneurial “right hand” to help grow this company to the next level. The ideal candidate will be an extension of me, overseeing the day to day tasks of the office and representing the company when I am not available. I am looking for an extremely responsive, detail-oriented, upbeat and tech-savvy person with a professional background and experience in a fast-paced environment. 

Job duties included but not limited to:

• Managing day-to-day email and phone communication with current and prospective clients
• Organizing incoming communication to triage the day’s most important tasks
• Assisting with the management of large travel groups (i.e. Destination Weddings, etc.)
  • Group management tasks will include processing guest reservations and payments, emailing payment reminders, collecting past-due payments and answering guest questions. This may also include interacting with wedding planners and coordinators at the resort level.
• Reconciling financial documents including guest invoices and supplier invoices
• Preparing client travel documents & mailing packages
• Screening and qualifying potential NEW client inquiries
• Sourcing, Designing & scheduling social media posts (Facebook, Instagram)
• ​Light WordPress website updating & editing 
• Identifying opportunities to improve business practices, finding ways to work smarter and not harder!

In addition to performing the day-to-day tasks of the job, the ideal candidate will understand and possess these important characteristics:

• The right office assistant will have a servant’s heart. At Alpaca Your Bags Travel, we are honored to help our clients make lifetime memories.  We are a service provider, and the right office manager must have a strong desire to help others.  The right candidate wants to serve both our clients and me as the leader of this company. Whether the task is big or small, the office manager achieves the goals by helping the leader to achieve theirs. 

• The right office assistant will understand that small details matter. This person needs to be my second brain…. this person needs to learn the ebb and flow of this business early and proactively keep learning, understanding likes and dislikes for both me and our clients.  This person will understand that accuracy matters and that mistakes erode our clients’ trust in us. This person must be extremely conscientious. 

• The right office assistant will master the calendar. Travel is a fast-paced business and clients require immediate, daily attention.  In business we live and die by the calendar. Payment deadlines, meetings, presentations, calls – the calendar is the flight plan that keeps all of these moving parts from crashing into each other. The right candidate is a calendar ninja AND gatekeeper for things that suck away productivity. 

• The right office assistant will anticipate needs. The right candidate has the keen ability to see the future, anticipating needs and acting accordingly.  This person must be confident and proactive; this is not a role for someone who needs constant direction or attention.  A rock star office manager anticipates obstacles and is already moving in the direction that we need to go.

• The right office assistant will respect confidentiality.  This role will have access to client’s personal information as it relates to passports, contact information and financial arrangements.  It is critical that this person has integrity and a sense of discretion. This position will require a background and credit check for final candidates. 

• The right office assistant will have great communication skills.  This role will be critical in facilitating communication in the team– especially if/when bottlenecking occurs.  This person should also understand when to push back and when to say no, as wasted time means wasted professional growth.

• The right office assistant will create and master systems.  Effective performance depends on processes and procedures.  The right candidate will document and systematize these things so there is not a constant reinventing the wheel. The right candidate is a lover of technology and tools; this person is always looking to work smarter, not harder.

Candidates must have excellent financial management and bookkeeping skills, the ability to handle sensitive and confidential information as well as a propensity for excellent customer service. This person must be detail oriented, as details can make or break a client experience. If you’re still reading this description, email the word alpaca when submitting your resume.  A love for travel and helping others is required. Experience in hospitality and/or tourism is a plus. 

To apply, please email cover letter, resume and salary requirements to Ashley Morris, Owner at ashley@alpacayourbags.com Written inquiries only; phone calls will not be accepted.  Thank you!: