Assistant Manager
Skills
About This Role
Job Duties & Tasks
- 1- Planning the trips:
- Scouting new destinations through touring its hotels, touristic areas, and Upscale restaurants. Taking photos, acquiring information then preparing a presentation for HRH.
- Chartering if needed planes, helicopters, and boats. Negotiating the cost. Managing all related logistics.
- Coordinating with different parties: Hotels, Security agencies, Transportation agencies, Aviation department, Passport department, Telecommunication Department, Boat Management, and the Palace in order to gather all necessary data and quotations.
- Preparing all documents related to the trip: Trip plan, Guest list, Plane schedule, Rooming lists, Rooms layouts, Prayers timings, Weather sheet, luggage tags, etc
- Preparing the budget once all quotations have been negotiated and finalized. Reviewing the budget with finance and HRH for approval.
- Corresponding with Embassies and other Foreign Government offices, applying for certain permits, sending relevant needed documents such as passport manifests, plane information, passengers list, and cars information.
- 2- Executing the trips:
- Ensure Cars Allocation to the entourage is always well executed and communicated.
- Supervise the Luggage dispatch upon arrival and pick up upon departure by ensuring this operation is executed smoothly with hotel staff.
- Explore restaurants & Caf s to choose from, negotiate the cost, choose the menu, finalize the seating set up.
- Search for touristic sites whether it is a museum or an archeological site and gather all logistics related to it such as the cost, the driving distance, the visit length, the operating hours, etc
- Propose, search, and negotiate the cost for activities to be implemented into the itineraries such as Skiing, Hunting, Biking, Hiking, or any water activities. Ensure all logistics related to any activity are prepared ahead of time.
- Discuss the potential meetings with HRH and ensure they are well scheduled and communicated to the concerned people. Insert each meeting onto the daily itinerary.
- Discuss, review, type, finalize, and distribute the daily itineraries once approved by HRH.
- Communicate the itinerary to all concerned parties so they know their duties.
- Distribute tasks responsibility to each member to avoid confusion and overlap of work.
- Work closely and communicate with certain key members (Telecommunication, HRH s Personal Assistants, Aviation Crew members) in order to ensure flawless execution of the plan.
- Keep record of Cash flow and daily expenses to control the budget.
- Review hotels Folios on a daily basis for budget control purpose.
- Meet with the boat team to review and close the accounts.
3- Between the Trips
- Prepare the trip accounts to actualize the budget as per actual billings. Balance the cash. Submit all accounts to Finance for reviewing, approval, and closing.
- Actualize the Travel book s documents (budget, itineraries, meetings, plane schedule, etc.) as per actual. Submit it to HRH.
- Update and check on a regular basis HRH s entourage passports and visa status for validity to be ready for any unforeseen trip.
- Always keep a good database of companies in case there is a need to charter planes, helicopters, or boats.
- Always search for new destinations through Travel Trade Shows, Travel agencies, or other search engines in order to create a vast network on the luxury travel trends and be up to date with new resorts opening worldwide.
- Prepare the yearly travel plan according to the official holidays submitted by HR. Keep on updating the file throughout the year.
- Have frequent meetings with HRH to propose and discuss any potential travel idea.
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