Operations Coordinator
Operations Coordinator
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Salary Not Disclosed
1 Vacancy
Job Description
Job Overview:
You will play a crucial behindthescenes role supporting a team of clientfacing Consultants. This role involves managing and executing administrative logistical and systemsbased tasks required to deliver seamless hightouch experiences.
This is a highresponsibility role suited to someone with a passion for precision a love of nature and travel and a commitment to delivering worldclass 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 problemsolving 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 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 postinvoicing including accommodation flights transfers and activities.
- Collaborate with Consultants to review and finalize guestfacing 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 thirdparty 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 adhoc 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 solutionoriented approach with prompt response times (e.g. 24hour email / 2hour WhatsApp standards).
- Ensure communications are friendly professional and errorfree.
Team Support & Business Operations
- Manage consultants inbox 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 exclusiveuse 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 fastpaced 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.
Employment Type
Full Time
