Trade and Meetings & Events Back Office Executive

Established in 1950, Club Med are the pioneers and the leaders of premium all-inclusive holidays for families and active couples. Club Med has been continuously innovating over the last 60 years and now offers close to 80 ski and sun resorts across the globe. Club Med offers a new way of experiencing holidays in its upscale friendly and multicultural resorts.

Its success comes from the strong commitment to exceed customers’ expectations and deliver an unforgettable experience

You will be part of the Indirect Sales and Meeting & Events UK, Ireland and Nordics dynamic team made of 8 talented people. You will be directly reporting to the Director of the team

The Role & Missions:

The Back-Office Executive is a strategic pivotal role among the Indirect / Meeting & Event team. The mission of the position is ultimately to ensure a thorough and smooth process from contract set up to payment follow up. The position not only covers trade but also Meeting & Events activities which ensure a 360 view of the team actions. The main duties are the following:

• Sales agreement contract production

• Keeping our sales reservations system up to date (VAT number, commission level, set up of agencies, etc.)

• Invoice production for Meeting & Events

• Ensuring payments are received on time according to our Terms & Conditions:

  • Production of weekly statements

  • Bank statement and credit card payment reconciliation

  • Managing the daily floats including resolving any discrepancies

  • Managing chargeback cases

  • Reporting to track payments collection

• Raising credit notes 

• General admin, mails collection, manage back office mailbox

Software you will use:

• Advance Microsoft office skills. Expert level in Excel (Formulas, Pivot tables…), Word, Outlook…

• NA (internal sales reservation system)

• HiPay, HSBC.net, Ingenico Ogone.

• Indirect payment systems – TAPS, ACAS.

Your profile:

• 2-3 years of experience in admin position

• Excellent phone & written manners and customer service skills

• Good analytical skills

• Team player, proactive well organized and rigorous

• Through and trustworthy

• Fluency in English

Compensation package:

• 25 days annual leave, increasing by a day after 1 year service (to a max of 30 days)

• Birthdays off

• Half day on xmas eve and NYE days

• 3 weeks of Club Med vacations per year under Club Med policy (for staff member plus one free staying guest with estimated yearly value of up to £30k)

• Flexible working policy with the possibility to work 2 days a week from home + 1 week remotely every 3 months

• Private Healthcare insurance

• Pension scheme

• 30% of office commute costs reimbursed each month

• Annual Christmas party and other social events arranged by social committee as well as off-site team building.

• Strong internal mobility and development opportunities

• Customer oriented, argumentative skills, oral and written communication skills, good stress management