Program Administrator

Job Title:

Program Administrator

Department:
Travel

Reports to:

Director of Human Resources & Office Operations

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.

• 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.

• 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.

• 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.

• 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…