Administrator – Tour Management
Department: Operations
Reports To: Team Manager – TM Team
Direct Reports: n/a
Role Overview
The purpose of your role is to provide day to day administration support and assistance to the Tour Management Team and work closely with the wider Operations Team and all departments to ensure relevant information is communicated effectively and accurately, both internally and externally. You will also act as a first point of contact for all lines of communication, dealing with each one professionally, courteously and in a timely manner to enable Tour Managers to deliver customer excellence.
Accountabilities
* Accuracy and timely completion of administration activities.
* A high standard of written and verbal communication with the Tour Manager community.
* Checking and processing of Tour Manager invoices.
* Providing support across the Operations Team with a flexible approach to work activities.
* Support of projects to enhance efficiencies.
Key Responsibilities
* Act as day-to-day office contact for the Tour Management team, providing ad‑hoc administrative support, taking ownership and seeing things through to resolution.
* Organise and coordinate Tour Manager events, webinars, communications and recruitment, to include managing attendees, catering, equipment, resources etc. and supporting pre and post events.
* Update and maintain the Tour Manager guidelines, manuals and documents on to the Tour Management Information System.
* Maintain Tour Manager personal details and files.
* Support with allocation of Meet and Greets at departure locations.
* Assist with the production of reports.
* Book and amend Tour Manager accommodation as required liaising with suppliers and internal departments.
* Provide support to other areas of the Operations Team as required with a cross‑functional and flexible approach to work activities.
* Order supplies for Tour Managers.
* Maintain Tour Manager Profile details to appear in Customer Documentation.
* Administration of the Tour Manager Ambassador incentive scheme.
* Administrative support for Tour Manager Visa applications.
* Provide support and advice to Tour Managers whilst on tour.
* Processing of tour feedback and ensuring it is cascaded to relevant departments.
* Any other duties that reasonably fall within the remit of the role.
Qualifications and Skills
* Proven administration experience.
* Ability to work under pressure to meet deadlines with strong attention to detail and accuracy.
* Can manage multiple conflicting priorities.
* Excellent IT skills, including main Microsoft software (Word, Excel, Outlook, PowerPoint etc.).
* Excellent verbal and written communication skills.
* Customer-focused mindset.
* Flexible and adaptable to change.
* Confident self-starter who is able to work in a fast-moving environment.
* Comfortable liaising with strong personalities.
* A professional and clear telephone manner.
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