Inventory Coordinator

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

We're looking for a detail-oriented Inventory Coordinator to support the day-to-day management of our contracted FIT and group inventory. This role is responsible for booking inventory, maintaining accurate inventory records, and ensuring bookings are correctly reflected against available allocations. Working closely with suppliers and internal teams, the Inventory Coordinator will proactively identify and resolve discrepancies, helping ensure inventory accuracy and the smooth delivery of customer bookings.

Salary: $68,000/year, based on experience and qualifications. 

RESPONSIBILITIES. 

• Process bookings and provide support for Sales and LH
  • Make hotel/train/tour reservations ensuring accurate customer booking details, confirmations and valid rates are captured
  • Process booking amendments, cancellations, partial cancellations, and add-ons, ensuring inventory records remain accurate and up to date in IMS and PMS, whilst adhering to SLAs defined by the product team
  • Build rapport with our external partners to maintain productive win-win partnerships
  • Support the sales team in finding appropriate availability when they require assistance
  • Preparing rooming lists, manifests and progress reports and ensure the team adheres to reporting timelines
• Maintain accurate information in our systems
  • Support the loading, updating, and auditing of inventory data for new products, seasonal changes, system enhancements, and product launches.
  • Investigate and resolve inventory-related issues, including booking conflicts, inventory discrepancies, and data integrity concerns.
  • Maintain accurate, up-to-date inventory records across all relevant systems and platforms.
  • Support the team in checking availability and updating our systems to provide guidance when our contracted inventory is unavailable e.g. for sales quotes, promo planning, forecasting
• Process improvement
  • Assist the Inventory Manager/Director with defining and documenting processes and tracking key decisions.
  • Participate in testing and validation of inventory-related functionality during system updates and technology rollouts.
  • Identify opportunities to improve inventory processes, enhance data quality, and reduce manual effort through continuous improvement.

• Weekend and emergency support
  • Available for shifts taking place Monday to Sunday (5 days per week), office hours are 7am to 6pm (PST) including stat holidays
  • You will be required to work extra hours during emergency situations, such as wildfires and impactful train delays. Time in lieu will be allocated accordingly 

• Other related duties as needed

REQUIREMENTS

• 3+ years of experience in a related travel coordinator or reservations role
• Strong attention to detail and comfort working with structured data (spreadsheets, databases, or inventory systems)
• Ability to do repetitive focused work
• Excellent organizational and time-management skills
• Clear written and verbal communication skills
• Proficiency in Excel/Google Sheets; comfort learning new software systems
• A solutions-oriented mindset; someone who proactively works toward solutions rather than simply escalating problems
• Keen to learn and take on more challenging work as our partnerships and the inventory management function evolves
• Passionate about ensuring customer needs and requests are met as best as possible balanced with practicality and a good business sense
  

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. 

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