About the position
Our client is looking for an Operations Coordinator to join their team, who will play a crucial behind-the-scenes role supporting a team of client-facing Consultants. This role involves managing and executing administrative, logistical, and systems-based tasks required to deliver seamless, high-touch experiences.
This is a high-responsibility role suited to someone with a passion for precision, a love of nature and travel, and a commitment to delivering world-class service in the luxury tourism space.
Key Responsibilities:
Skills & Experience:
- 5+ years' experience in a similar role.
- Excellent organizational, time management, and communication skills.
- Strong problem-solving skills with meticulous attention to detail.
- Proficiency in Google Suite (Docs, Sheets, Drive) and modern reservation or CRM systems.
- Understanding of supplier relationships, itinerary logistics, and luxury guest expectations.
- Professional, personable, and proactive in both internal and external communications.
Financial & Reporting Oversight
- Keep reservation and payment records current in coordination with the finance and operations teams.
- Assist with updates in financial systems (e.g., Xero) and liaise with external accountants as needed.
- Track key performance metrics and ensure timely reporting to the leadership team.
Reservations & Logistics
- Manage the full reservation process post-invoicing, including accommodation, flights, transfers, and activities.
- Collaborate with Consultants to review and finalize guest-facing documents (quotes, proposals, itineraries).
- Coordinate logistics and maintain communication with suppliers to meet guest requirements.
- Track financial components of each trip, including rates, levies, guide costs, and third-party service charges.
- Ensure timely supplier payments and accurate filing of invoices and proof of payment.
Systems & Data Management
- Maintain updated, organized files on shared digital platforms to allow seamless team handovers.
- Input and manage critical trip and financial data (e.g., payments, calendars, transfer schedules).
- Troubleshoot reservations system issues and maintain efficient system functionality for the consultant team.
- Provide ad-hoc support for reporting, financial tracking, and business intelligence needs.
Customer Experience
- Liaise with guests (as needed) before, during, and after travel to gather information, respond to queries, or resolve issues.
- Maintain a solution-oriented approach with prompt response times (e.g., 24-hour email / 2-hour WhatsApp standards).
- Ensure communications are friendly, professional, and error-free.
Team Support & Business Operations
- Manage consultants' inboxes during periods of absence (rotational responsibility).
- Assist with training material creation, internal process improvements, and special projects.
- Support operational tasks such as courier coordination, field assignments, and exclusive-use property logistics.
Ideal Candidate Profile:
This position is ideal for someone with a growth mindset, strong leadership and organizational skills, and the ability to thrive in a dynamic, fast-paced environment. The right candidate will be collaborative, committed to delivering exceptional service, and aligned with values such as integrity, innovation, fun, passion, growth, and responsibility.
Desired Skills:
- Coordination Logistics
- Logistics Administration
- Bookings
- Booking Management
- Managing orders
- Xero
- Data Entry
- Google Suite
Desired Work Experience:
