Booking Assistant (Contract until September 2027)

At Fresh Tracks Canada, we craft tailor-made Canadian vacations for people from all over the world. Since 1996, our team of Canadian Insiders have helped our customers plan their vacations and enjoy life-changing travel experiences.

We believe in keeping our customers front and center in everything we do; in fact, focus on serving our customers is one of our core values. Everyone acts and operates as an owner, treating this business as their own. We raise the bar constantly, embracing that nothing is perfect but continuous improvement is key. Our team is made up of passionate, positive experts who drive healthy collaboration by winning or losing as one, and we bring out the best in each other.

ABOUT THE ROLE
You’ll play an important role in helping bring our customers’ trips to life, working with tourism suppliers across Canada to book and manage their travel arrangements. You’ll support our Vacation Coordinators by keeping reservations accurate and organized, following up on confirmations and changes, and helping ensure everything is in place for a smooth customer experience.

Salary: $50,000/year, based on experience and qualifications.

This is a contract role with an expected start date of December 16, 2026, and an end date of September 29, 2027.

Regular Shift times will be Monday - Friday, 9am - 5:00pm (PST)

Availability for shifts taking place Monday to Sunday, and rotation of Saturdays around month/quarter end and statutory holidays could be possible.

RESPONSIBILITIES.
• Book all trip components, working with tourism suppliers across Canada, and ensure preferences of each traveller are communicated to our travel partners
• Working with Vacation Coordinators to assist and support on auditing of files when needed
• Answering incoming emails and calls from suppliers and following up on missing confirmations
• Filing of confirmations in a correct and timely manner
• Support on manifesting details for key suppliers
• Data capturing and reporting, where needed, including when an emergency on the road situation arises
• Managing cancelled and modified bookings – communication with suppliers on cancelled or modified components, updating builds with status and cancellation costs, including last minute or larger scale of components, that are impacted due to emergency on the road situations.
• Primary person responsible for managing the operations inbox
• Collecting and collating reservations best practice procedures and knowledge from VC & CES agents to enable our departments development and maintenance of training materials
• Supporting our operations and tech teams with training material details if required
• Daily availability checks to support sales & product to maximize bookings
• Supporting on ad-hoc projects as requested
• It may be necessary to help with all other aspects of running and developing our business
• Generate new ideas and efficiencies to constantly improve and enhance Fresh Tracks Canada and the way we work
• Overall high level of individual responsibility is required, and it is important to appreciate the job necessitates a willingness to embrace challenges and change, and to work in a highly entrepreneurial way under management’s guidance.

REQUIREMENTS
• Strong, professional communication skills, both verbal and written
• High attention to detail
• Superior time management skills and the ability to prioritize tasks
• Excellent telephone & written communication skills with an emphasis in customer service care with our travel partners.
• Ability to troubleshoot
• Open to receiving and incorporating constructive feedback and coaching in an environment of continuous improvement
• Passion for collaborating and understanding different perspectives. Ability to listen and learn from the experiences of others
• Being an ambassador to innovation and change.
• Preference will be given to those with experience in the travel/tourism industry, ideally relating to travel in Canada but this is not essential.

REWARDS
You may be eligible to receive the following benefits, based on your contract type:
• Applauz Recognition
• Friendly and fun team environment with company celebrations and social events
• DE&I initiatives and events
• Social Clubs including Book Club & Fitness Club

DIVERSITY, EQUITY, AND INCLUSION
We are an equal opportunity workplace. We strongly encourage applications from under-represented communities, diverse backgrounds, identities, and experiences. We don’t judge based on race, religion, ethnic background, sexual orientation, age, marital status, disability, gender identity or anything else that you might bring to the table. We don’t care about where you went to college, your degree, your age, or what names you might have on your resume. Instead, we’re looking for motivated, compassionate people who can execute from the ground up. We also know that everyone has a unique career journey and experience comes in many forms.

Officially Great Place to Work® CertifiedTM 2022/2023
Officially Great Place to Work® CertifiedTM 2023/2024
Officially Great Place to Work® CertifiedTM 2024/2025
Officially Great Place to Work® CertifiedTM 2025/2026
Officially Great Place to Work® CertifiedTM 2026/2027

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