You will work for Australia’s largest tour operator.

You will:
– Assist the Tour Operations team with the finalising of all aspects of tours in the preparation for their departure.

Responsibilities include:
– producing comprehensive operational materials and documents for tour members and tour leaders;
– liaising with tour leaders, tour members and suppliers before, during and after tours;
– assisting other colleagues to ensure the smooth operation of tours.

You will work with ;
Internal:
• Tour Operations Managers and Assistants
• Product Managers and Assistants
• Client Services team
• Finance team
External:
• Suppliers including hotels, coach transport providers, restaurants, galleries and museums, tourism offices, festival organisers, performing arts companies, performance venues, local guides
• Tour leaders and tour managers

Key Role Responsibilities:
– Develop and finalise Tour Notes documents for tours : Upon confirmation from suppliers, add details to itinerary in Tour Notes document, produce updated draft of Tour Notes document and submit completed draft to Tour Operations Managers by the due date for review, incorporate all feedback and amendments and submit final completed and confirmed draft to Managing Director before they are printed and dispatched to tour members.

– Prepare final clients’ documentation : Prepare detailed personalised client itinerary documentation, determine any specific client information/ bookings required e.g. dietary requirements, flights, additional pre- or post-tour accommodation, seat preferences for performances, identify any missing client information (e.g. missing passport numbers or insurance policy details), and check for any issues (upcoming passport expiry).

– Print, package and dispatch tour documentation: Print, collate and bind Tour Notes booklets, and package together with other relevant client documentation and collateral (eg cover letter, invoice, wallets and luggage tags) and dispatch to tour members.

– Prepare tour leader documentation : Prepare accurate and complete handover folders for the tour leaders and tour managers for the tours including documentation relating to: Full contact lists of all tour members and contact details for all operators and other suppliers related to the tour. Full personal information for all the tour members including phone numbers and details of emergency contacts, next of kin, medical issues, dietary requirements, passport and insurance details. Correspondence regarding any special arrangements. Comprehensive Tips and Expenses sheet. Local foreign currency cash as required.

– Prepare the tour evaluation process : Prepare and dispatch questionnaires for surveys for all tours according to agreed deadlines

– Other duties as required : Role responsibilities and duties may vary on a temporary or permanent basis to meet business needs.

Person Specification:

– Education : Tertiary qualification, preferably in Travel or Tourism or Event Management.

– Experience
No prior work experience required but some experience working in events management or a professional environment advantageous.
General travel and geographical awareness advantageous but not
essential.

– Personal
• Planned, organised and deadline-oriented
• Meticulous attention to detail
• Ability to multi-task
• Empathy and concern for the well-being of others
• Strong communication skills
• Ability to work independently and take initiative
• Ability to work under pressure during busy periods
• A team player and willingness to help others
• Interested in travel and the arts
• Proficient and comfortable with technology: Microsoft Office.

If you are interested, please send us a resume to contact@helpstage.com

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Mise en ligne le 22-08-2024
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