Back Office Operations Executive - Travel (FIT & Groups)

About the Role:

Are you a detail-oriented individual with a knack for organisation and multitasking? Do you thrive in a fast-paced environment where efficiency and accuracy are paramount? If so, we are seeking a talented Back Office Operations Executive to join our dynamic team! In this role, you will be responsible for various administrative and operational tasks related to travel planning and execution for our FIT (Free Independent Traveller) and Group travel offerings. Your strong organisational skills and meticulous attention to detail will be essential in ensuring smooth and seamless travel experiences for our clients. From coordinating with vendors and suppliers to managing documentation and ensuring compliance with travel regulations, you will play a crucial role in the behind-the-scenes operations that make our travel journeys exceptional. Multitasking will become second nature to you as you effortlessly juggle multiple projects and priorities. Your ability to maintain a well-organised workspace and meet deadlines will be invaluable assets in this fast-paced environment. If you are a problem-solver who thrives on ensuring every detail is taken care of, we invite you to apply for this exciting opportunity. Join our team and be part of creating unforgettable travel experiences for our clients.

Responsibilities:

• Provide comprehensive support to the front-office team, including FIT and Group Tours departments.
• Assist with contracting and coordination with various travel and outdoor activity suppliers.
• Utilize office systems to process back-office tasks, such as bookings and reservations, invoicing and payments, client communication, and documentation.
• Ensure accurate and timely data entry and record keeping.
• Issue travel documents (flight tickets, vouchers, itineraries, etc.) as per client itineraries.
• Maintain a clean and organized work environment.
• Assist the Group Tours and FIT teams in managing all backend operations related to client bookings, reservations, and itineraries for both group and individual travellers.
• Liaise with hotels, transport providers, activity operators, and other suppliers to ensure seamless service delivery for both group tours and FIT bookings.
• Process group tour and FIT bookings, manage reservations, and ensure all necessary documentation is accurate and timely.
• Support the finance team with invoicing, payments tracking, and maintaining accurate financial records for all types of bookings.
• Coordinate with the client-facing teams to ensure all client requirements are met and communicated clearly, both before and during the tour, for both group and FIT clients.
• Collaborate with the front-office teams to resolve any client queries or issues promptly, whether for group or FIT travellers.
• Maintain and update safety documentation for adventure activities, and ensure all necessary permits and certifications are current for wildlife sanctuary visits.
• Handle specific documentation required for wildlife sanctuary permits, adventure activity waivers, and forest department permissions for both group and FIT bookings.
• Assist in coordinating group departures and FIT itineraries based on wildlife park seasons, monsoon conditions for adventure activities, and peak wildlife sighting periods.
• For adventure tours, maintain inventory records of required equipment and coordinate with suppliers for group and FIT equipment requirements.
• Perform other duties as assigned by the Operations Manager or team lead to ensure smooth day-to-day operations.

Qualifications:

• Minimum 1 year of experience in a similar back-office or administrative role.
• Strong organisational skills and the ability to prioritise multiple tasks.
• Excellent communication and interpersonal skills.
• Proficient in MS Office Suite (Word, Excel, PowerPoint).
• Working knowledge of the travel and tourism industry (a plus).
• Ability to work independently and as part of a team.
• Impeccable attention to detail and accuracy.
• Travel Arrangements and Travel Consulting skills.
• Experience in Travel Management.
• Knowledge of visa requirements and travel regulations.
• Relevant certification or degree in travel and tourism (preferred).

If you are a talented and motivated individual with a passion for the travel industry, we encourage you to apply for this exciting opportunity. Please submit your resume and cover letter to careers@foliageoutdoors.com