Group Tours Operations Coordinator

Job Title: Group Tours Operations Coordinator

Location: Pune

Department: Operations - Group Tours

About Us:

Foliage Outdoors is a premier Pune-based travel organization specializing in wildlife, adventure tourism, and educational camps. We excel in creating memorable group experiences across India, ranging from summer camps to wildlife expeditions. Our award-winning services encompass conducted tours, corporate outings, and specialized travel experiences both domestically and internationally, all while maintaining the highest standards of service and professionalism.

Position Overview:

We are looking for a meticulous and highly organized Group Tours Operations Coordinator to manage the end-to-end backend operations of our diverse group tours portfolio. This role will require you to oversee the planning, logistics, financial management, and post-tour coordination for a range of programs including adventure camps, wildlife tours, and educational trips. Your role will ensure smooth and efficient operations to deliver exceptional travel experiences for our clients.

Key Responsibilities:

1. Planning & Product Development

• Develop costing models for various camps and group tours, ensuring profitability while offering competitive prices.
• Source and negotiate with multiple suppliers (hotels, transport providers, activity operators) to secure competitive quotations and ensure seamless service.
• Create master itineraries for diverse destinations and programs, ensuring an immersive travel experience.
• Conduct destination recce visits to assess and develop new programs.
• Brief front-office teams on product features, selling points, and unique selling propositions.
• Manage tentative bookings for accommodations and activities.

2. Operations & Logistics Management

• Coordinate end-to-end flight and train ticket bookings for group tours, ensuring the best routes and cost-effective options.
• Manage accommodation bookings and confirmations, ensuring client requirements are met.
• Handle the necessary permit processes for wildlife sanctuaries and adventure locations.
• Process payments to suppliers and track financial records for tour-related expenditures.
• Maintain and update the booked campers list, ensuring all participant details are accurate.
• Prepare camp kits and things to carry lists for participants in coordination with suppliers.
• Coordinate with ground operators and service providers to ensure smooth execution.

3. Financial Management

• Process and approve payments to suppliers, ensuring timely and accurate disbursements.
• Manage camp-related cash disbursements, ensuring all financial transactions are reconciled.
• Handle honorarium payments for camp staff and external service providers.
• Monitor and update costing in internal software systems to ensure accurate financial tracking.

4. Additional Coordination & Support

• Manage participant data documentation and ensure it is segregated and updated correctly.
• Coordinate post-camp meetings, feedback sessions, and analysis to continuously improve operations.
• Handle front-office inquiries and provide prompt support during peak seasons.
• Ensure that program details are accurately maintained on both internal systems and the website.
• Coordinate with various departments to ensure smooth operations and clear communication across teams.

Required Qualifications:

• Bachelor's degree in Tourism, Hospitality, or a related field.
• Minimum 2 years of experience in group tour operations or related roles.
• Strong knowledge of Indian wildlife destinations and adventure sports locations.
• Proficiency in MS Office (Excel, Word, PowerPoint), with a particular focus on data management and reporting.
• Experience with travel booking systems and tour documentation requirements.
• Candidates must demonstrate relevant experience in travel agencies specializing in group tours.
• Relevant Experience in Wildlife or Adventure Tourism.

Essential Skills:

• Strong multitasking abilities with exceptional attention to detail.
• Excellent coordination and communication skills, both written and verbal.
• Ability to handle multiple stakeholders efficiently and resolve any challenges promptly.
• Strong problem-solving capability in high-pressure situations.
• Ability to adapt to a fast-paced and dynamic work environment.

Work Schedule:

• Full-time position based in Pune.
• Peak season (November to June) may require extended hours and occasional weekend work.
• Travel may be required for destination recce, program supervision, and supplier coordination.

What We Offer:

• Competitive salary package.
• Performance incentives based on tour success and operations efficiency.
• Travel opportunities and perks within the travel and tourism industry.
• Professional growth within the dynamic adventure and wildlife tourism sector.
• A supportive and collaborative work environment with opportunities to contribute to exciting projects.