TD Travel & Communications Manager

Responsibilities includes managing airline ticketing, hotel pre-stay confirmations, and alternate travel arrangements for tour assignments, training, and other staff events supporting 400+ Tauck Directors worldwide. Evaluates, manages, and approves special travel and layover requests outside of standard travel policy, ensuring appropriate cost control, policy compliance, and operational effectiveness. Participates in additional projects and cross-functional team initiatives as required to support business needs.

KEY RESPONSIBILITIES:

• Oversee and finalize airline reservations for Tauck Directors through the CRS system, ensuring a high level of accuracy and cost efficiency. Exercise sound judgment in ticketing decisions to secure optimal pricing while effectively balancing operational needs, individual travel preferences, and compliance with company travel policies.
• Own and manage the Tour Director Communication process, ensuring the 45-day pre-departure email is consistently distributed in a timely manner and actively monitored for special requests, escalations, and service needs.
• Manage and maintain a minimum 30-day advance booking window prior to departure to support optimal airline ticket pricing
• Manage Tauck Director special travel requests that fall outside standard company policy, clearly communicating any associated incremental costs. Accurately document and track these requests to ensure transparency and proper processing of payroll deductions for TDM follow up.
• Evaluate and approve appropriate layover arrangements for Tauck Directors based on the specific travel scenario, balancing traveler well-being with operational efficiency. Exercise financial accountability by selecting cost-effective options that align with company policy while supporting overall business objectives
• Works closely with scheduling team, Tour Director Managers and cross departmentally to ensure seamless coordination, effective communication and alignment of travel and operational requirements.
• Cultivate and maintain positive, professional relationships with Tour Directors, suppliers, and colleagues, fostering effective communication, collaboration, and a high level of service across all interactions.
• Administer, manage and monitor travel policies and guidelines.
• Identifies opportunities for cost savings in standard travel plans.
• Oversee pre-season preparation processes for Tour Director Pre and Post-stays, managing a complex, multi-layer workflow that requires strong cross-departmental coordination and meticulous attention to detail and using proprietary reservation system. Conduct ongoing daily reviews and updates throughout the year, maintain supplier communications, secure alternate accommodations when necessary, and ensure timely, accurate confirmations are communicated to Tour Directors
• Administers and maintains Tauck Director travel records
• On call for afterhours support for Tour Director Air/Hotel Assistance and crisis situations.
• Support the Senior Manager in the review and update of travel policies and procedures, contributing to continuous improvement, policy accuracy, and alignment with operational needs and company standards.
• Manage Tauck Director positioning processes by maintaining accurate and up-to-date personal and travel information, ensuring correct and efficient assignment and positioning to tours.
• Participates in TD seminar planning, execution. Responsible for all tour director flight coordination, updating hotel manifest, organizing all ground transportation and on-site support.
• Support and manage special events travel needs including ticketing, transfers and hotel bookings as needed.
• Responsible for team compliance with the TD Travel (Transportation/Hotel Pre-Post) budget
• Establish and Maintain air allowance procedure and follow up.

KNOWLEDGE/SKILL REQUIREMENTS:

• Working knowledge of a CRS system required (Galileo preferred).
• Aptitude for problem solving and research.
• Strong Microsoft Office skills (Excel, Word, PowerPoint, Outlook).
• Strong verbal and written communication skills.
• Professional and calm demeanor, team oriented
• Strong administrative skills.
• Ability to multi-task and shift responsibilities quickly and frequently.
• Strong attention to detail.