Group Tours Operations Coordinator
2 days ago
About Us: Foliage Outdoors is a premier Pune-based travel organisation specialising in wildlife and adventure tourism. Our award-winning services span across conducted tours, corporate outings, and specialised travel experiences both within India and internationally. We pride ourselves on creating unique, immersive travel experiences while maintaining the highest standards of service and professionalism.
As a Group Tours Operations Coordinator , you will play a crucial role in supporting the operations of our Group Tours department. You will be responsible for managing all back-office tasks related to group bookings, supplier coordination, invoicing, and maintaining operational accuracy and efficiency. This is a hands-on role that ensures smooth functioning behind the scenes, contributing to the successful execution of group travel packages.
Key Responsibilities:
- Operational Support : Assist the Group Tours team in managing all backend operations related to client bookings, reservations, and itineraries.
- Supplier Coordination : Liaise with hotels, transport providers, activity operators, and other suppliers to ensure seamless service delivery for group tours.
- Booking Management : Process group tour bookings, manage reservations, and ensure all necessary documentation is accurate and timely.
- Documentation Handling : Issue travel documents, such as flight tickets, vouchers, and itineraries, ensuring clients receive accurate and up-to-date information.
- Invoicing and Payments : Support the finance team with invoicing, payments tracking, and maintaining accurate financial records.
- Client Communication : Coordinate with the client-facing teams to ensure all client requirements are met and communicated clearly, both before and during the tour.
- Data Entry & Record Keeping : Ensure accurate entry of client information and operational data into internal systems; maintain organized and accessible records.
- Team Support : Collaborate with the front-office teams to resolve any client queries or issues promptly.
- Other Administrative Tasks : Perform any other tasks as assigned by the Group Tours manager or team lead to ensure smooth day-to-day operations.
- Safety Protocol Management : Maintain and update safety documentation for adventure activities, ensure all necessary permits and certifications are current for wildlife sanctuary visits.
- Specialised Documentation : Handle specific documentation required for wildlife sanctuary permits, adventure activity waivers, and forest department permissions.
- Seasonal Planning Support : Assist in coordinating group departures based on wildlife park seasons, monsoon conditions for adventure activities, and peak wildlife sighting periods.
- Equipment Coordination : For adventure tours, maintain inventory records of required equipment and coordinate with suppliers for group equipment requirements.
Required Qualifications:
- Bachelor's degree in Tourism, Hospitality, or related field
- Minimum 2 years of experience in group tour operations
- Proficient in MS Office Suite, particularly Excel
- Working knowledge of wildlife national park booking systems and permit processes
- Understanding of adventure activity safety standards and protocols
- Strong knowledge of Indian wildlife national parks and adventure destinations
- Excellent organisational and multitasking abilities
Desired Skills:
- Experience with travel booking software
- Knowledge of adventure tourism safety protocols
- Understanding of group visa processing
- Familiarity with wildlife tourism regulations
- Strong problem-solving abilities
- Excellent written and verbal communication skills
Work Environment:
- Full-time position based in Pune office
- May require occasional weekend work during peak season
- Possibility of familiarisation trips to tour destinations
What We Offer:
- Competitive salary package
- Performance-based incentives
- Travel industry perks
- Professional development opportunities
- Dynamic and growing work environment
To Apply: Send your resume and a cover letter highlighting your group tour management experience to with the subject line "Group Tours Operations Coordinator Application".
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Group Tours Operations Coordinator
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