Operations Coordinator | Tour Operator

ULTIMATE Travel is an International Gap Year and Adventure tour company operating in the inbound youth market. Our guided tours in Australia and South East Asia are designed for 18-35’s who want to experience the ULTIMATE Travel Adventure. We are currently looking to recruit an Operations Coordinator to join our team in Sydney.  The ideal candidate will be ready to join our team from April/May 2024.

The Role:

Our Operations Coordinator will have in-depth knowledge of all processes within our business. You will have outstanding problem-solving skills and be an excellent multi-tasker. You will be dealing with customers, staff, suppliers and partners so should be able to relate well to others, delegate responsibilities and negotiate rates.  

Key responsibilities include:

Operations

• Coordinate operational activities of our trips / tours / DMC
• Coordinate UltimateOz Sydney and Melbourne packages
• Coordinate & oversee operational procedures for all ULTIMATE tours
• Ensure a smooth operation of tours & optimise where possible
• Develop and maintain customer service policies and standards & handle customer complaints
• Rotational Weekend Work (One per month from home)
• The friendly face to greet our Group Leader and wider team providing great on tour support and service
•  

Reporting

• Create and monitor customer feedback report
• Supplier Rate Management
• Check and approve invoices and liaise with accounting department for timely payment

Staff Coordination

• Help to plan sufficient staffing throughout the year
• Coordinate with other departments and business functions. 
• Recruitment of Interns & Tour Guides.
• Liaise with the travel manager to create an adequate staff roster including weekend coverage
• Organize ongoing staff training & plan staff events
• Contribute to the team to ensure day-to-day tasks are completed

Trade Relationships

• Ensure good communication between all Ultimate Travel departments 
• The opportunity to represent Ultimate Travel at various tourism / travel events
• Secure tour rates, finalise contracts and negotiate deal terms.
• Quality and Customer Service Management 
• Liaison with suppliers & partners in all operational matters

The Ideal Candidate:

• You should bring a confident, collaborative and results focused approach to this role. Building relationships at all levels of the business will come naturally.  To excel you will:
• Possess a flexible and adaptable approach to work in order to adapt to changing demands
• Be flexible and work well under pressure in a deadline-driven environment
• Have great attention to detail, while recognizing the importance of the big picture
• Be a proactive team player who works well in a team environment.
• Have strong analytical and problem solving skills.
• Be a quick learner and show initiative.
• Be easily adaptable to changing situations and have a positive attitude.
• Travel industry experience is ideal but not mandatory. 

How to Apply:

We are a fast pace youth brand. There is significant opportunity to grow in this role, contribute ideas and participate in the success of our brand and team. 

We need you to tell us what you will bring to our role and brand. You must Tailor your Cover Letter to our application to be considered for an interview.   

The Position: 

• $70,000 - $80,000 salary dependent on experience. 
• Office based position in Sydney Central - Haymarket.