Additional earning potential: Commission payable on tours that achieve directed profit margins
Working model: Remote working, with flexitime available for the right candidate
About my client
My client is a specialist sports travel and team tours business with a strong footprint in the rugby travel sector. Their Team Tours division is growing rapidly, supporting school, club, professional and representative teams with tailored travel arrangements, tour planning, logistics, supplier coordination and client service delivery.
They are looking for a highly organised, client-focused Operations Executive to join their friendly and collaborative operations team. This is an excellent opportunity for someone with travel operations, group travel, sports travel, tour coordination or operations administration experience who enjoys managing detail, building relationships and delivering high-quality travel experiences.
Purpose of the role
The Operations Executive will be responsible for supporting the planning, administration and delivery of team tours from confirmation through to completion. This includes preparing accurate costings, managing client documentation, coordinating suppliers, assisting with flights and itineraries, maintaining operational systems, and ensuring all bookings are delivered accurately, professionally and within agreed timelines.
Key responsibilities
The successful candidate will be responsible for:
Managing confirmed bookings and tour accounts from planning stage through to implementation.
Producing accurate client proposals, tour costings, contracts, booking forms and itineraries.
Building and maintaining strong relationships with clients, suppliers and internal team members.
Communicating with clients by phone, email and, where required, face-to-face.
Following up on proposals and maintaining accurate progress updates.
Ensuring all client expectations are managed professionally from initial contact through to post-tour feedback.
Sourcing and booking flights using the available systems and tools.
Coordinating supplier bookings, release dates, payment terms and service delivery.
Negotiating and securing best possible supplier rates and services.
Managing documentation for all groups, including itineraries, rooming lists, operation sheets, client documentation, briefing documents and electronic filing.
Maintaining accurate information across operational, finance and reservations systems.
Ensuring costings, proposals, reconciliations and presentations are completed accurately and on time.
Taking responsibility for the financial reconciliation of bookings and projects.
Working with the finance team regarding invoices, statements, credit notes, payment reminders and credit control.
Ensuring required VAT invoices and tour costings are submitted to finance within the required timelines.
Supporting margin improvement on bookings wherever possible.
Following internal policies, procedures and administrative processes.
Ensuring compliance with relevant aviation authority requirements.
Supporting colleagues administratively and assisting across the team when required.
Requirements
The ideal candidate will have:
Relevant experience as a Travel Consultant, Operations Executive, Operations Administrator, Group Travel Consultant or similar.
Strong experience working with travel bookings, itineraries, client proposals and supplier coordination.
Excellent administrative ability with strong attention to detail.
Good costing, reconciliation and financial accuracy skills.
Strong client service and relationship management skills.
The ability to manage multiple bookings, deadlines and priorities at the same time.
Excellent written and verbal communication skills.
Strong problem-solving ability and a calm, professional approach.
Good knowledge of Microsoft Office, including Excel, Word, Outlook and SharePoint.
A positive, flexible and organised working style.
The ability to work remotely while staying highly accountable and communicative.
Willingness to work some longer hours, weekends or public holidays when required before tour departures.
Suitable background
This role would suit someone with experience in:
Sports travel
Group travel
School or club tours
Rugby travel or team travel
Inbound or outbound tour operations
Travel operations administration
Group bookings and supplier coordination
Client-facing travel consulting
Personal attributes
My client is looking for someone who is:
Detail-driven and highly accurate.
Client-focused and service-orientated.
Organised, flexible and proactive.
Comfortable working under pressure and to deadlines.
Confident dealing with clients and suppliers.
A strong team player.
Commercially aware and margin-conscious.
Passionate about travel, sport and delivering excellent client experiences.
To apply
Interested candidates who meet the above requirements are invited to apply with an updated CV. Please ensure your CV clearly reflects your travel operations, group travel, client service, costing, supplier coordination and booking management experience.
Salary: TBA
