Office Administrator

About the Company

Join a leading privately owned travel company in Canada, recognized as one of the largest in the sector, specializing in faith-based groups, corporate and leisure travel, along with customized tour offerings.

Position Overview

We are looking for a highly organized and service-oriented Office Administrator located in Thornhill to support daily functions within our Travel and Tours divisions. This central role merges reception duties alongside administrative coordination and travel operations support. The successful candidate will serve as an essential liaison for clients, suppliers, and internal teams, ensuring seamless daily execution within a fast-paced, high-volume travel environment.

Key Responsibilities

• Provide comprehensive administrative assistance to travel consultants, the IHTours Groups team, and management, including preparing client documents such as itineraries, confirmations, invoices, and travel packages.
• Maintain both digital and physical filing systems meticulously across client records, bookings, and financial paperwork.
• Support booking-related tasks including data entry, confirmations, and supplier communications.
• Keep accurate and up-to-date records within CRM and internal systems for groups, passengers, and leads.
• Gain and apply knowledge regarding group travel needs, especially for faith-based, special interest, and event-related programs handling multiple files with differing deadlines and service requirements.
• Manage front desk operations: handling incoming calls, emails, face-to-face client interactions, and maintaining a welcoming and professional office atmosphere.
• Respond proactively to customer service questions from both prospective and existing clients, fostering retention and repeat business.
• Organize and coordinate in-office and virtual supplier training sessions.
• Accurately input and maintain information across CRM platforms, booking systems, and internal tools to support travel advisors.
• Streamline office workflows by coordinating communication across departments, managing office supplies, scheduling, and logistics.
• Support onboarding processes and assist in arranging meetings, travel, and company events.
• Participate in training opportunities, industry events, and company initiatives as required.

Qualifications and Skills

• Minimum 2 to 5 years’ experience in administrative, office support, or coordinator roles.
• Background in travel, hospitality, or client service environments is highly valued, particularly experience with group travel coordination or handling high client volumes.
• High proficiency in Microsoft Office suite (Word, Excel, Outlook).
• Comfortable with multiple software systems including CRM platforms, booking tools, and invoicing applications.
• Exceptional attention to detail in data management and documentation.
• Strong organization and multitasking skills, able to work effectively under pressure and manage priorities in a deadline-driven setting.
• Proactive problem solver with a professional, client-centered communication style.
• Team player capable of independent work when necessary.

Preferred but Not Required

• Previous experience in the travel industry.
• Familiarity with travel documentation such as tickets, itineraries, and visas.
• TICO certification or willingness to acquire it.
• Experience supporting multiple departments or business units.

Why Work With Us

• Be part of a well-established and expanding Canadian travel organization.
• Gain exposure across corporate travel, leisure, and worldwide group tour operations.
• Work within a collaborative environment that encourages hands-on learning.
• Opportunities for career advancement into travel operations or advisory roles.

Compensation and Benefits

• Competitive salary range from $50,000 to $55,000 annually.
• Benefits package available.
• Growth opportunities within operations and advisory teams.
• Annual vacation entitlement of 10 days.