Administrative Assistant - Travel Agency

Menasha, WI

Position Summary:

We are seeking an organized, detail-oriented, and friendly Administrative Assistant in our Menasha office to provide crucial administrative support to our Travel Specialists. This position involves assisting with client documentation, invoicing, processing payments, and supporting general office operations. The ideal candidate will be someone who enjoys interacting with clients, is comfortable with administrative tasks, and is a team player who thrives in a fast-paced environment.

 

Key Responsibilities:

Client Interaction

• Greet clients with a warm, welcoming demeanor as they arrive at the office.
• Communicate with team members to ensure clients receive prompt and accurate assistance.
• Answer phone calls and direct them to the appropriate travel agents or department.

Payment and Documentation Management

• Process client payments to vendors and send or email payment confirmations to clients.
• Assist in preparing and organizing client travel documents, including reviewing for accuracy, ensuring all inclusions are correct, and printing as necessary.
• Generate and review client invoices, confirming that all payments and vendor confirmations are accurate.
• Handle client profiles in ClientBase (building profiles, creating reservation cards, and ensuring information is up to date).

Office Administration and Support

• Assist with the distribution of incoming and outgoing mail, including processing any overnight mailing requests from the team.
• Provide administrative support on additional projects as needed by the team or based on office requirements.

Travel Documentation and Insurance

• Prepare travel documents (tickets, itineraries, etc.) for clients.
• Issue travel insurance and ensure clients are informed about options.
• Import and clean reservations in the system to ensure accuracy and proper organization.

 

Skills & Abilities:

• Prior office administration experience is preferred but not required.
• Excellent verbal and written communication skills, with the ability to interact effectively with both internal team members and external clients.
• Strong computer skills, including proficiency with Microsoft Office (Word, Excel, Outlook).
• Self-motivated and able to work independently while also thriving in a collaborative team environment.
• Professional phone etiquette and strong attention to detail.
• Ability to handle multiple tasks and meet deadlines in a fast-paced environment.

 

Additional Information:

• This is a full-time position based in our office, with hours typically during business hours Monday through Friday. There may be occasional overtime based on business needs.

 

To Apply:
Send your resume, a brief intro, and any relevant creative samples (social posts, campaigns, etc.) or any questions you may have to contact@tldiscovery.com!

Compensation/Benefits: 

Travel Leaders Discovery offers a competitive hourly wage based on experience.  We offer many benefits including paid time off, paid holidays, health insurance, 401K match program dependent on company profitability, life insurance, familiarization trip opportunities and discounted agent vacations (determined by suppliers).  
This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company’s financial goal achievement and individual performance. If this sounds like a fit with your career goals, please email us your resume to contact@tldiscovery.com and we would be happy to discuss further. 

 

Travel Leaders Discovery is an equal opportunity employer/affirmative action employer. 

Travel, Worldspan, Corporate, Executive, Plane, Flights, Vacation, Hotel, Vacation, Agency