Tour Administrator - Groups

Our client is seeking a detail-driven Tour Administrator with excellent organisational, financial, and tour coordination skills to join their Groups Department. This role is ideal for someone who thrives in a dynamic tourism environment and is confident working with suppliers, tour guides, and internal stakeholders while maintaining high accuracy in financial processes and reporting.

You will be responsible for the administration of pre- and post-tour arrangements, supplier communication, financial reconciliations, and database maintenance. Strong numerical skills and intermediate Excel capabilities are essential.

Tour Administration & Reservations:

Book and confirm all tour services, including accommodation, transport, and excursions.
Prepare and send out rooming lists and monitor all bookings.
Request and prepare guide contracts, information sheets, and documentation.
Create and maintain detailed guide files.
Prepare complete tour templates, including:

P&L statements.
Expense sheets.
Vouchers.
Financial Administration:

Perform financial reconciliations of guide expense sheets.
Verify guide salaries, invoices, and supporting documents.
Maintain accurate supplier invoices, preparing them for sign-off.
Assist the accounts department with financial queries as needed.
Ensure compliance with supplier cancellation policies and penalty structures.
Database & Product Support.
Setup, update, and maintain the groups database.
Assist with the evaluation of suppliers and their products.
Quality Control:

Prepare tourist questionnaires and manage all feedback received.
Evaluate:

Supplier service levels
Guide performance
Overall guest satisfaction
Participate in guide debriefing sessions.
Complaints Handling
Collect and document all relevant information relating to customer complaints.
General Administration:

Provide general office and administrative support when required.