Operations Administration Escorted tours Assistant

Staffordshire, England
£19600 - £20500 per annum + BONUS
01 Nov 2017
29 Nov 2017
Marie Heaven
Job function
Full Time
Contract Type
Are you an experienced Travel consultant from a Tour operator background?? Have you worked with escorted tours or groups? If so this job could be what you're looking for!
My Client is an award-winning specialist Tour Operator with an excellent reputation, organising escorted tours to Europe and Worldwide on behalf of prestigious titles throughout the media industry, Travel Agents and Charitable Organisations.

Present carryings are in excess of 115,000 people and with plans to expand, applications are invited to fill a new role within our Operations Department, reporting to the Operations Manager for Escorted Tours.

Job Description

As part of the Operations team ensuring the smooth running of our escorted tours programme. Providing support and information to Tour Managers before, during and after the tour, and ensuring that their paperwork is correct and on time.

Assisting in the preparation of short and long haul tours by making bookings, preparing paperwork and general office administration.

Dealing with suppliers overseas and day-to-day issues that arise whilst the tours are running.

Main Responsibilities

*Communicating with suppliers to confirm tours/bookings/Tour Managers/split groups/transfer guides/extra room requirements
*Checking printed client itineraries, flight sheets and client lists
*Ensuring all correct bookings required are in place
*Completing programme sheets for each tour, including details of bookings and timings
*Booking any extra rooms/transport for TMs
*Meeting deadlines for getting paperwork to TMs
*Ensuring any payments for suppliers have been processed with Finance Department

Immediately prior to, and during tours:

*Obtaining tour driver/transfer guide contact details
*Contacting TMs to ensure all paperwork received and answering queries, advising of cancellations or alterations to tour
*Answering queries arising from tour, including transport enquiries, client illness and unexpected changes to itineraries
*Problem-solving in the event of coach breakdown, flight delays, lost tickets, etc.

Post Tour

*Dealing with feedback from TMs, including reading de-briefs, discussing any problems that arose that could be addressed from the office

On Call

*Providing 24 hour support for TMs and clients, in 1 week blocks for approximately, but not limited to, 6 weeks per year, agreed on a rota basis
*Problem-solving in the event of coach breakdown, flight delays, lost tickets, etc.


*Providing support and information to Tour Managers
*Answering queries from Reservations Department and clients regarding tour timings and content
*Assisting in the setting up of new tours, including finding local guides, researching entrance fees and obtaining information and maps
*Keeping systems up to date with tour/guide details
*Being pro-active in maintaining the quality of the tours

Competencies required

*Accuracy and attention to detail
*Good personal organisational skills
*Strong commitment to great customer service, in dealing with clients, Tour Managers and suppliers
*Good working knowledge of Excel spreadsheets, and administrative systems such as Outlook and Microsoft Word
*Must have a passion for travel


*Second European language - Italian - not necessary

The Package - the salary is £20,500 depending on experience plus any bonus and incentives.

If you are interested please call Marie Heaven on 0121 450 9776 or send your CV to Marie@traveltraderecruitment.co.uk

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