Charter Coordinator

  • Lindblad Expeditions
  • New York, NY, USA
  • Jan 10, 2019
Full time Customer Service

Job Description

The dedicated Charter Coordinator objective is to support the Charters and VIP/Special Interest groups by providing exceptional guest services and support for the charterer organization and their clients. This position requires a self-motivated individual with excellent communication skills and ability to multi-task with the highest level of efficiencies in a fast-paced sales and service environment. This individual must be detail-oriented and organized with the ability to manage and execute high - level requests and expectations, effectively manage bookings and maintain/develop professional relationships with charter partners. This individual will be interacting and coordinating with the charter partners and VIP clients from various organizations/corporations as well as internally with the Lindblad Sales team, Product Development Team, Program Managers, Accounting and Operations & Reservations teams; Must be a team player.

Essential Duties

  • Serve as the main operations liaison and resource for all operational and financial functions for charters
  • Customize special arrangements, speakers, events, innovative events/programming ideas and arrange pillow gifts;
  • Ensure that all special activities and services are expertly arranged in advance from audio/visual equipment, entertainment, dining, onboard presentations, special receptions and more…
  • Create invoices, manage deposits, confirm receipt of payments and reconcile all payments
  • Liaison with the operations team to ensure proper distribution of all pre/final and post-travel documentation.
  • Manage guest manifests, information forms, flight questionnaires, medical forms, credit card forms, and other pertinent documentation required to complete bookings and service guests.
  • Manage bookings and all special requests for guests and group coordinators. Ensure that our ships are briefed on special arrangements and or presentations to help the charter achieve their objectives.
  • Coordinate with the charterer to ensure that they are kept up to date on any itinerary or program changes.
  • Participate in reservation/operations operational briefings as needed.
  • Work closely with the Sales Team to plan and execute the charter experience onboard.
  • Work with the onboard team to ensure that the charterer has their logo, branding and messaging in place onboard.
  • Manage all incoming calls and email communication.
  • Handle and resolve conflicts or guests service issues by recommending and or providing alternative solutions.
  • Participate in post voyage briefings.


BA/BS degree preferred. Group travel experience and knowledge of expedition travel or applicable geographic regions and cultures preferred.

Communication Skills

Using the English language, this person must have an ability to read, write, and comprehend contracts, correspondence and memos. Must also possess the ability to effectively communicate with a professional demeanor, both in writing and verbally.

Other Skills/Abilities

Proficient computer skills in the Windows operating system and Microsoft Office, including Word & Excel. PowerPoint skills preferred.

Strong time management skill, capable of multi-tasking, setting priorities, problem solving and meeting deadlines.

The ability to work independently as well as with others in a team environment.

Occasional participation at sales events will be required as needed.


This job description is intended only to describe the general nature and level of work being performed by an incumbent in this position. It is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills or abilities required of persons so classified or assigned.



Salary Frequency

Per hour

Minimum Travel Experience Required


Manage Others?