TrovaTrip Careers

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Department: Trip Experience/HR
Reports To: Experience Operations manager [dotted line to Chief Customer Officer]

Position Overview

The General Admin, HR & Office Manager supports the smooth operation of TrovaTrip by managing key administrative, human resources, and office management functions. This role oversees administrative processes across departments, HR coordination, and day-to-day office operations to ensure that systems, processes, and people are supported efficiently.  

Responsibilities include managing administrative and quality assurance tasks related to trips, refunds, cancellations, and information tracking, as well as supporting HR functions such as onboarding, recordkeeping, benefits administration, and employee engagement. The Office Manager component of this role ensures that the physical and virtual office environments are organized, well-equipped, and running smoothly.

This position fluctuates seasonally, requiring approximately 30 hours per week during low season and up to 40 hours per week during high season.

Key Responsibilities

General Administration

• Manage and process booking refund requests in coordination with Operators and Hosts. Handle cancellation tasks within the Trova portal, ensuring all details are properly documented and communicated.
• Perform quality assurance (QA) checks on trip data, forms, and reports to maintain consistency and accuracy.
• Collect and chase missing trip information, Host submissions, and required documentation.
• Support general administrative needs across departments, including document management, internal communication updates, and vendor coordination.
  

Trip Management

• Manage trip closure tasks through the Trova mobile app, verifying that all relevant post-trip actions and reports are finalized. 
• Support the review process for trip pages, ensuring all reviews are appropriately logged, formatted, and flagged for follow-up if needed.

HR Administration

• Assist with HR processes such as onboarding, offboarding, and maintaining employee records.
• Coordinate benefits administration and employee inquiries in partnership with the HR team.
• Track and maintain compliance documentation, handbooks, and company policy acknowledgments.
• Assist with recruiting coordination, including scheduling interviews and managing job postings.
• Help organize team events, engagement initiatives, and internal communication updates.
• Support with everyday HR needs, including general administrative tasks and projects.

Office Management

• Oversee day-to-day office operations, ensuring a clean, safe, and organized workspace.
• Manage office supplies, vendor relationships, and equipment needs.
• Coordinate facility maintenance, access, and logistics for on-site meetings or events.
• Serve as the primary point of contact for office-related inquiries and support requests.

Communication & Coordination

• Act as a liaison between Hosts, Operators, and internal teams for any administrative or follow-up items related to trip management.
• Ensure timely updates are entered in the Trova portal to maintain transparency and operational efficiency.
• Collaborate cross-functionally with HR, Finance, Operations, and Trip Experience to ensure consistent processes and communication.

Requirements

• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Excellent communication and follow-up skills.
• Comfortable using digital platforms and portals for workflow and data entry.
• Experience with HR administration or office management (preferred).
• Experience in travel operations or administrative support (preferred).
• Ability to work independently while meeting deadlines.
• In-office attendance is required for a minimum of two days each week and for large company gatherings.

Hours

• Low Season: ~30 hours per week
• High Season: ~40 hours per week

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