EXPEDITION - Expedition Program Coordinator

WHO WE ARE 

 

Viking has grown to be The World’s Leading River Cruise Line, with double-digit growth in recent years. With the launch of its ocean fleet in 2015, the company has also become the leader in small ship ocean cruising. With operational headquarters in Basel, Switzerland, Viking provides destination-focused itineraries designed for experienced travelers who have an interest in geography, culture and history. Each journey includes a shore excursion in every port, and an exclusive Viking Culture Curriculum program that provides deep immersion in the destination through performances of music and art, cooking demonstrations, informative port talks and carefully selected guest lecturers. 

 

Viking currently operates a fleet of more than 80 vessels, state-of-the-art ships that have received numerous accolades since their launch from industry experts and travelers alike. Viking was voted the #1 River Cruise Line by Condé Nast Traveler in their 2018 Readers’ Choice Awards, and for the third year in a row, has been named the #1 Ocean Cruise Line* by Travel + Leisure readers in the World’s Best Awards 2018. 

 

PURPOSE OF POSITION 

 

Viking Expedition is a new leg of Viking Cruises to deliver expedition cruises in destinations previously not operated by Viking Cruises. The Expedition Program Coordinator holds a mainly shipboard administrative role coordinating all the daily expedition logistics necessary to deliver an unprecedented level of excellence. 

 

YOUR RESPONSIBILITIES 

 

 

Professional Skills 

  • Strong leader, team player and an inspiration to others 

  • Ability to structure complex tasks 

  • Good communicator, knowledgeable about expedition operations 

  • Works well under pressure 

  • Smart, presentable, friendly and excellent people skills 

  • Excellent computer & Microsoft Office experience (Excel, Word, PowerPoint, etc) 

  • English speaking and writing to a high standard 

 

General Duties 

  • Present on specific landing sites and destinations of the voyage, including the daily logistics and activities available for guests 

  • Coordinate together with the Assistant Expedition Leader the daily duties of all the Enrichment program staff and the scheduling of all formal and non-formal presentations 

  • Prepare content for the Viking Daily newsletter 

  • Coordinate the on board Enrichment Program ensuring a high standard delivery 

  • Communicate with relevant service providers for port calls as necessary 

  • Coordinate and organize with all arrival and departure travel arrangements for guests and staff 

  • Complete a detailed report for each turnaround port, noting restrictions and recommendations for future calls 

  • Communicate with tour operators to ensure that tours and equipment are reserved as needed 

  • Accompanying passengers on tours and guide field trips 

  • Maintaining updated and accurate filing system for reference 

  • Create and manage the different guest zodiac groups and coordinate the disembarkation / embarkation of guests at the side gates 

  • Advise guests of company policy and behavior expected ashore during landings 

  • Monitor the Expedition Team’s performance and relays any issues/concerns to the Expedition Leader 

  • Create and share proper hand-over notes to the incoming Expedition Program Coordinator 

  • Be available to guests for tour information and tour booking details 

  • Daily staff management to include dissemination and implementation of standby times, disembarkation times and last zodiac times. Together with the Assistant Expedition Leader 

  • Coordinate the handling of passenger luggage on embarkation and disembarkation days with the relevant departments 

    Mindset and Values 

  • Be well groomed and of professional personality and focused on delivering 100% satisfaction 

  • Adhere to schedules, always setting good standards as a member of the shore side team 

  • Be willing to travel regularly to various Viking offices and vessels 

 

Communication & Coordination 

  • Report to the Expedition Leader and coordinate with other department heads as needed 

 

Leadership 

  • Lead by example 
  • Work with the Assistant Expedition Program Coordinator providing training and mentorship 
  • Ensure a positive working environment 

 

Your Profile 

  • Previous experience in similar roles in the Expedition Cruise Industry operating in Antarctica, the Arctic or the North American Great Lakes areas.

  • Good administration & organization 

  • Proactive problem solving 

  • Teamwork and good communication 

  • A leader 

  • Understand guest needs 

  • Time management 

  • Reliable and pressure resistant 

  • Proactive in upholding Viking standards of excellence 

  • Enthusiastic team member 

  • Marine Radio Operator’s License or equivalent 

  • Small boat license – preferential 

 

Guidelines and Regulations 

  • Implement Standard Operating Procedures & STAR Service Standards within the department. 

  • Ensure appropriate appearance and clothing according to the updated Grooming Standards. 

  • For work in Polar Regions: have passed the appropriate and most recent field staff online assessment of IAATO/AECO.  

  • The company reserves the right to change/extend this job description if necessary, at any point of time during her/his employment. 

  • Well organized, efficient and positive 

“As for conditions — in terms of contracts, special benefits and vacations during the season — Viking is far above average within the industry.”