Administrative and Support Coordinator (Provident Travel)

Provident Travel, a subsidiary of AAA Club Alliance, is looking for an enthusiastic Administrative and Support Coordinator to join our team at the Cincinnati Harpers Station office! In this role, you’ll be responsible for managing the daily operations of the front desk, ensuring the smooth flow of office functions, and providing key administrative support to both management and staff. The ideal candidate is someone who thrives in client-facing roles, enjoys multitasking, and knows how to keep things organized. Apply now to become a key part of our team!

Why Join Us?

Provident Travel is proud to be a founding member of Virtuoso®, a by-invitation-only network—home to top travel agencies specializing in luxury and experiential travel. We provide our clients with exclusive amenities, rare experiences, and privileged access by drawing upon the preferred relationships with more than 2,200 of the world’s best hotels and resorts, cruise lines, airlines, tour companies, and premier destinations. Wherever they want to go, whatever they want to do, we can arrange it—down to the tiniest details.

We offer the following benefits to the qualified candidate:

• Competitive Compensation: A competitive hourly rate depending upon experience and location.

• Work-Life Balance: This will be an in-person role that follows a Monday-Friday 9:00AM-5:00PM schedule.

• Comprehensive Health Coverage: Includes medical, dental, vision, and prescription benefits to support your well-being.

• 401(K) Plan: Save for the future with our company-matched 401(K) plan, offering up to 7%.

• Generous Paid Time Off: Accrue over three weeks of paid time off during your first year.

• Paid Volunteer Time Off: Make a positive impact in your community with paid time off for volunteering.

• Tuition Reimbursement: Invest in your future with our tuition reimbursement program.

• Career Growth: Opportunities to learn and grow with potential for advancement in the travel industry!

• AAA Premier Membership: Enjoy a complimentary AAA Premier level membership with exclusive benefits.

What you’ll do as an Administrative and Support Coordinator:

• Oversee and manage the front desk reception area, including greeting clients, handling incoming and outgoing mail and communications, coordinating vendor appointments, maintaining office equipment, manage any low-level technical issues.

• Retrieve and forward messages from the general voicemail.

• Schedule and coordinate vendor meetings; maintain an up-to-date calendar of appointments and conference room schedules.

• Assist Travel Advisors with concierge support and reservations for dining, spa, golf, and other outings.

• Handle the distribution of faxes, invoices, and other documents as needed.

• Sort and distribute incoming mail, and manage the processing of outgoing mail, including UPS and FedEx shipments.

• Prepare invoice, documents, detailed itineraries, process vendor payments, and process client invoicing.

• Assist agents with research and preparation of sales materials.

• Organize and maintain brochures, research material and office supplies.

• Provide support for additional office-related tasks and assignments as needed.

• Track and maintain inventory of office supplies, placing orders when necessary.

• Manage the ClientBase marketing database.

• Offer marketing database support to leisure frontline sales agents.

• Assist in organizing and facilitating marketing events such as Travel Showcase and other client events.

• Perform other duties as assigned. 

Minimum Qualifications:

• High school degree or equivalent.

• A minimum of two years of experience in customer service, sales, or office settings.

• Proficiency in Microsoft Office applications is required.

• Ability to prioritize tasks while maintaining attention to detail.

• Strong organizational abilities and a willingness to learn new technology and software.

• Excellent written and verbal communication skills, with the ability to complete tasks accurately.

• Ability to multi-task in a fast paced environment.

• Knowledge of TRAMS/ClientBase is a plus.

ACA is an equal opportunity employer and complies with all applicable federal, state, and local employment practices laws. At ACA, we are committed to cultivating a welcoming and inclusive workplace of team members with diverse backgrounds and experiences to enable us to meet our goals and support our values while serving our Members and customers.  We strive to attract and retain candidates with a passion for their work and we encourage all qualified individuals to apply.  It is ACA’s policy to employ the best qualified individuals available for all positions. Hiring decisions are based upon ACA’s operating needs, and applicant qualifications including, but not limited to, experience, skills, ability, availability, cooperation, and job performance.

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