Program Administrator

Job Title: Program Administrator  Department: Travel  Reports to: Director of Human Resources & Office Operations  Job Summary  The Program Administrator supports the successful delivery of Yellow Dog’s domestic and international fly-fishing travel programs by coordinating post-booking client information, travel logistics, documentation, partner communications, and post-trip follow-up for assigned destinations. The position serves as a key point of contact among clients, Program Directors, destination partners, and the broader Yellow Dog team, helping ensure accurate information, responsive service, and well-coordinated travel experiences from booking through return.  This is an in-office administrative and travel-logistics position, not a sales, guiding, or travel-based role. Destination assignments and coverage responsibilities may vary by employee and will be documented separately. Responsibilities and work methods may evolve as company systems, tools, and processes are updated.  Key Responsibilities  Trip Planning and Travel Logistics  - Manage and track active client trips for assigned destinations from confirmed booking through post-trip follow-up.  - Collect, review, and maintain the client information, travel details, forms, and destination-specific requirements needed to prepare clients and partners for each trip.  - Create, review, and distribute accurate itineraries, trip-planning documents, confirmation materials, and other client-facing travel information.  - Coordinate applicable logistics, including flights, lodging, airport and lodge transfers, baggage requirements, arrival and departure schedules, and customized pre- or post-trip arrangements.  - Communicate current destination requirements and planning considerations using company-approved information and resources, including applicable documentation, entry, health, baggage, and travel-preparation guidance.  - Monitor reservations, identify outstanding information or action items, and follow up with clients, partners, and internal team members as needed.  - Track schedule changes, delayed information, travel disruptions, and other developments that may affect client travel or partner arrangements, escalating concerns appropriately.  Client Communication and Service  - Serve as a primary planning and logistics contact for clients traveling to assigned destinations, providing timely, knowledgeable, and professional support by phone, email, and other approved channels.  - Proactively communicate important deadlines, requirements, outstanding needs, and logistical information throughout the trip-planning process.  - Respond to or appropriately route client and prospective-client inquiries received through company phone lines, shared inboxes, and other assigned channels.  - Support approved client payment, invoicing, and travel-insurance communications within established role boundaries and company procedures, coordinating with Accounting, Program Directors, and other responsible team members as appropriate.  - Coordinate post-trip follow-up and feedback collection, sharing relevant information internally to support program, partner, and client-service improvements.  Partner and Internal Coordination  - Act as a liaison among clients, Program Directors, lodges, outfitters, destination management companies, transportation providers, and other travel partners to support accurate communication and seamless trip execution.  - Communicate required client and travel details to destination partners and confirm that necessary arrangements are in place before guest arrival.  - Work closely with Program Directors and fellow Program Administrators to maintain clear handoffs, consistent service standards, and visibility into trip status and client needs.  - Develop and maintain effective working relationships with assigned travel partners to support efficient communication and problem resolution.  Records, Systems, and Documentation  - Maintain accurate, complete, and current client, reservation, trip, task, and communication information in company-approved systems.  - Document material client and partner communications so authorized team members can readily understand trip status, outstanding needs, and active concerns.  - Create and maintain destination-specific templates, reference materials, contact information, and coverage resources in accordance with established standards.  - Use company systems and tools consistently, participate in training and process changes, and assist with testing or user support when assigned.  - Protect confidential client, travel, health-related, and payment-related information by using approved systems and procedures.  Coverage, Team Support, and Other Duties  - Provide defined administrative and travel-logistics coverage for colleagues’ assigned destinations during absences, high-volume periods, and urgent situations, following established handoff and escalation procedures.  - Provide defined operational continuity for Program Directors during travel or absence. This responsibility does not automatically include assuming fullJob Title: Program Administrator  sales, pricing, contracting, accounting, or Program Director authority unless specifically assigned, trained, and authorized.  - Support the timely resolution of urgent client travel matters within the position’s established authority and escalation framework.  - Assist with interviews, onboarding, training, special projects, operational initiatives, company events, and general office or cross-departmental needs as assigned.  - Perform other related duties consistent with the purpose and level of the position.  Requirements and Qualifications  - Strong attention to detail and commitment to accurate, complete work.  - Excellent written, verbal, telephone, and customer-service communication skills.  - Highly organized, self-motivated, and able to manage multiple priorities, deadlines, clients, and changing travel details in a fast-paced environment.  - Sound judgment, resourcefulness, and the ability to identify issues, solve problems, and escalate appropriately.  - Ability to collaborate across teams while working independently and maintaining accountability for assigned responsibilities.  - Ability to learn and adapt to evolving customer-relationship, travel-planning, accounting, payment, communication, and data-management systems.  - Experience in travel planning, logistics, concierge services, hospitality, administration, or a related client-service environment preferred.  - Knowledge of international travel, fly fishing, and assigned destinations preferred and potentially required for certain destination assignments.  - Ability to maintain confidentiality and handle sensitive client and company information appropriately.  - Experience with Microsoft 365, Outlook, QuickBooks, Salesforce, and other data-management tools preferred.  Work Environment and Schedule  This is a full-time, office-based position in Bozeman, Montana, generally scheduled for 40 hours per week, Monday through Friday, within established office and coverage guidelines.  Work is performed in a fast-paced, collaborative office environment and requires frequent computer, email, telephone, and system use.  Periodic participation in company events, special projects, or time-sensitive client travel matters outside regular business hours may be required. Any ongoing after-hours or on-call expectations will be specifically defined and administered in accordance with company policy and the position’s classification.  Physical Requirements - Prolonged periods of sitting at a desk and working on a computer and telephone.  - Ability to perform routine office tasks and occasionally move office, event, or client-material items weighing up to 20 pounds, with or without reasonable accommodation.  Compensation Annual base salary of $45,000-50,000, depending on relevant experience and qualifications. This position is also eligible for quarterly bonuses based on program sales and overall program and company performance. Benefits - Company-sponsored health insurance - Voluntary dental and vision insurance - Flexible spending account (FSA) - Paid vacation - Retirement plan match after 2 years Yellow Dog Flyfishing reserves the right to modify this job description at any time to meet changing business needs. This description is intended to describe the general nature and level of work performed and is not an exhaustive list of all responsibilities, duties, or qualifications associated with the position.