Logistics and Reservations Coordinator

We are seeking an experienced and enthusiastic individual to join our dynamic team in our Montreal office as a Logistics & Reservations Coordinator – Greece Programs. This full-time position (40 hours/week) reports directly to the Director of Program Delivery.

The ideal candidate will be highly organized, detail-oriented, and skilled in communication, with the ability to multitask and prioritize effectively. This individual will thrive in a collaborative team environment, act as a primary face of the company to our Greek vendor network, and demonstrate a strong commitment to ensuring smooth, friction-free operations.

What Will You Do?

Supplier Management & Vendor Relations

Build, curate, and manage strong relationships with recreation, restaurant, and transport partners, acting as the primary face of the company.
Ensure all necessary reservations are made and manage critical details to guarantee frictionless on-the-ground operations.
Support the Compliance Officer by securing safety surveys, insurance documents, and waivers from all applicable suppliers.

Data Management & Logistics (Salesforce)

Maintain and organize Salesforce regarding suppliers and bookings:
- Input all vendor data and track correspondence, tasks, and deadlines.
- Update internal documents and bookings so daily schedules and waivers can be properly executed.
Organize all booking confirmations, ensuring Program Directors have easy access to tickets, receipts, contracts, and itineraries.
Audit print and web copies of planned itineraries for accuracy and consistency.

Fiscal Audit & Reconciliation

Own the accuracy of Program Projections by inputting/updating prices and accounting for all financial items before programs launch.
Oversee and manage payments to all regional suppliers.
Audit final program expenditures and close out the season’s books.

Collaborate closely with Program Managers to ensure seamless execution.

Key shared responsibilities include:

Refining Program Charts and City/Overlap Charts.
Researching new activities, restaurants, and local vendors.
Processing closing summer accounting and financial reconciliations.
Adapting to a flexible schedule during peak operating months (June, July, and August).

Qualifications

Must-Have

University degree.
Strong ability to manage competing priorities and multiple workstreams while effectively planning, negotiating, and organizing operational practices.
High degree of initiative, autonomy, and exceptional collaborative skills.
Proficiency in MS Office and adaptability to learn new operational tools.
Exceptional written and verbal communication skills in English.
Ability to take direction and accept constructive feedback.

Nice-to-Have

Experience creating travel itineraries or managing event logistics, specifically within Europe.
Hands-on experience using Salesforce (or similar CRMs), Concur, and Google Drive.
Financial literacy and analytical skills, including experience with budgeting, price forecasting, and invoice reconciliation.
International travel experience in Europe.
Fluency in Greek or French, Spanish, or Italian.

Why Join Us?

WCC is committed to fostering a flexible work environment, including hybrid arrangements (three/four days in-office). Our office is located in Monkland Village, Montreal, easily accessible by public transit. What makes Westcoast Connection unique… Since 1982, Westcoast Connection has shown thousands of teens a meaningful, rewarding, and special summer experience. Our organization is filled with passionate, energetic, hard-working, entrepreneurial people. This means we set high goals and exceed them, we all wear multiple hats, and we are obsessed with opening teens’ eyes to travel and life-changing experiences!

Westcoast Connection is an equal opportunity employer.

Start Date: September/October 2026

Salary: Starting at $48,000 CAD per year, commensurate with experience.

How to Apply

Only applicants that submit both a cover letter and a CV will be considered. We thank all those who apply, however only those considered for an interview will be contacted.

Apply by email to: [email protected]