Administrative Support Specialist

Position Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist to support onboarding and offboarding processes for travel agents within our agency. This role plays a critical part in ensuring smooth transitions when agents join or leave the organization.

The ideal candidate is comfortable working across multiple software systems, communicates professionally via Outlook email, and thrives in an independent work environment. Strong attention to detail and organizational skills are essential.

Key Responsibilities

Onboarding & Offboarding Support

• Coordinate onboarding tasks for new travel agents across multiple internal systems and supplier platforms


• Process offboarding tasks, ensuring timely removal of access and proper documentation


• Create and remove user logins across various systems and supplier websites


• Track and maintain onboarding/offboarding checklists to ensure accuracy and completion

Documentation & Compliance

• Contact agents to collect required documentation, including contracts, insurance paperwork, and HR-related information


• Maintain organized digital records and ensure documentation is complete and properly filed


• Follow established procedures while identifying opportunities for process improvements

Communication & Customer Service

• Communicate clearly and professionally with agents and internal teams via Outlook email


• Provide timely follow-up and excellent customer service throughout onboarding and offboarding processes


• Serve as a helpful resource for agents navigating administrative requirements

Administrative & Office Support

• Assist with general administrative tasks and provide backup coverage for other operational roles as needed


• Organize and coordinate food luncheons and small in-office events


• Support ongoing operational projects and special assignments

Qualifications

• 2+ years of administrative, operations, or support experience (travel industry experience preferred but not required)


• Exceptional attention to detail and organizational skills


• Ability to work independently and manage multiple tasks simultaneously


• Strong written communication skills, particularly in professional Outlook email correspondence


• Excellent customer service and follow-up skills


• Comfortable working within multiple software systems

• Proficiency in Microsoft Office Suite (Outlook and Excel)


• Familiarity with Dropbox, Monday.com, and AirTable a plus


• Ability to learn new systems and processes quickly

Key Competencies

• Detail-oriented and process-driven


• Self-motivated and able to work independently


• Adaptable and open to learning new systems and responsibilities


• Strong time management skills


• Professional and service-focused

Work Environment

This is a hybrid position, requiring in-office days with the ability to work from home Tuesdays and Thursdays upon completion of training. Candidates should be comfortable managing priorities independently while maintaining communication with the team.