Finance & Rooming Ops Assistant

Excited to grow your career?

We value our talented employees, and whenever possible strive to help one of our associates grow professionally before recruiting new talent to our open positions. If you think the open position you see is right for you, we encourage you to apply!

Our people make all the difference in our success. 

About the departments:

The Finance team is an international group of financial professionals dedicated to supporting our global business, protecting company assets, and providing strategic analysis, budgeting, and reporting to support the company’s objectives. The team plays a critical role to ensure the company’s long-term financial health and sustainability by managing resources, optimizing financial performance, ensuring compliance with regulations, and providing strategic insights to support decision-making across international operations.

Rooming Operations plays a vital role in delivering a seamless travel experience for our guests. Serving as the central communication hub with all our vendors, this team focuses on managing hotel room allotments—from updating and adjusting guest room inventory based on requests to ensuring our Leaders have accommodations that support the highest quality service. Additionally, Rooming Operations works closely with our Sales and Marketing departments to align room inventory with our broader business goals.

About the role:

The Finance & Rooming Ops Assistant is a unique, dual-department role that offers exposure to two vital parts of our organization—Finance and Rooming Operations. This role shifts seasonally, with support focused on the Finance team from June to February and transitioning to Rooming Ops from March to May.

In Finance, this role supports the Accounts Payable and Expense Report teams through a variety of operational tasks, including invoice organization, supplier communication, and ongoing administrative support that helps keep financial processes running smoothly, In the Rooming department, the focus shifts to trip readiness—generating and distributing guest information and inventory requests to external suppliers, and ensuring internal databases remain accurate and up to date.  This position offers the opportunity to work in two dynamic areas of our organization and requires a proactive and adaptable individual who excels at multitasking and maintaining accuracy in their work.

What you’ll be doing:  

Finance  

• You’ll communicate daily with suppliers regarding payment.
• You’ll organize incoming invoices for payment.
• You’ll conduct inbox maintenance.
• You’ll mail USD and Foreign Exchange checks twice a week.
• You’ll update foreign exchange rates.
• You’ll assist with year-end tax preparation.
• You’ll work to assist Accounts Payable and Expense Report teams as needed.

Rooming 

• You’ll generate, edit, send, and check-in all scheduled supplier correspondence as well as On-Demand guest lists.  
• You’ll manage rooming inventory preceding trip departures according to guest bookings or cancellations.  
• You’ll field supplier inquiries and answer questions in a timely manner.  
• You’ll address miscellaneous Rooming team tasks as they arise, including system troubleshooting, assisting with leader accommodations, monitoring reports, and other ad hoc projects.  

What you’ll need to be successful:  

• A keen eye for detail and an analytical mind that thrives in both structured and flexible environments.
• Strong organizational prowess and the ability to pivot between tasks seamlessly.
• Quick learning and adaptability, with a collaborative spirit to match.
• Exceptional communication skills, capable of engaging effectively with both vendors and team members.
• A dedication to excellence in customer service, reflecting the premium experience Backroads offers.
• Proficiency in Microsoft Office Suite and the willingness to master new software.
• Enthusiasm about working for Backroads and have a passion for active travel and the outdoors 

Work Environment:

• Berkeley, CA
• On-site, 4 days in office