Travel Operations Executive

RESPONSIBILITIES

1. Tour & Booking Coordination

• Coordinate with the sales/team after package confirmation.
• Review the final itinerary, inclusions, exclusions, hotel plan, vehicle requirements, and special requests.
• Ensure all services are booked and confirmed as per the itinerary.
• Coordinate with hotels, transporters, guides, activity providers, and local vendors.

2. Hotel Coordination

• Confirm hotel bookings, room categories, meal plans, and check-in/check-out details.
• Reconfirm bookings before guest arrival.
• Inform hotels about special requirements, early check-in, late check-in, meals, celebrations, etc.
• Resolve hotel-related issues during the tour.

3. Transport & Driver Coordination

• Arrange vehicles according to the itinerary and passenger requirements.
• Share complete itinerary and instructions with the driver.
• Collect and share driver/vehicle details with the concerned agent or guest.
• Ensure the driver understands pickup points, sightseeing, parking restrictions, reporting times, and route.
• Monitor vehicle/driver coordination during the tour.

4. Guest & Agent Coordination

• Coordinate between guest, travel agent, hotel, driver, and internal team.
• Create WhatsApp groups where required and permitted.
• Share important tour information and updates.
• Follow up with guests during the tour to ensure smooth service.
• Handle guest requests and coordinate solutions promptly.

5. Tour Monitoring

• Track the group's daily movement and itinerary.
• Follow up on pickups, hotel check-ins, sightseeing, meals, transfers, and departures.
• Immediately escalate operational issues to the senior/team leader.
• Coordinate alternative arrangements in case of vehicle breakdown, hotel issues, delays, or other service problems.

6. Special Arrangements

• Coordinate airport/railway station pickups.
• Arrange welcome amenities such as garlands, welcome kits, hampers, water, placards, etc.
• Coordinate wheelchairs, special meals, celebrations, guides, safari/activity bookings, and other special requirements.

7. Payment & Vendor Coordination

• Coordinate with vendors regarding operational payments and confirmations.
• Maintain records of advance payments and pending operational payments.
• Ensure vendors receive the required information and payment instructions.

8. Documentation & Records

• Maintain booking confirmations, vouchers, driver details, hotel details, and tour documents.
• Keep proper records of operational expenses and additional services.
• Update the internal team regarding tour status.

IMPORTANT SKILLS:

• Good communication and coordination skills
• Knowledge of Gujarat/Rajasthan/UP tourism and major tourist destinations
• Problem-solving and quick decision-making
• Hotel and transport coordination
• Good knowledge of Excel, WhatsApp, email and basic office software
• Ability to handle multiple tours simultaneously
• Vendor management
• Customer-service mindset
• Ability to work under pressure and outside normal office hours when tours are operating

QUALIFICATIONS:

• Graduate or Diploma in Travel & Tourism, Hospitality, Business Administration, or a related field
• 1–3 years of experience in Travel Operations, Tour Operations or DMC
• Freshers with relevant Travel & Tourism education may also be considered
• Good knowledge of domestic tourism, destinations, hotels, and transportation
• Good communication skills in English and Hindi; Gujarati will be an added advantage
• Proficiency in MS Excel, Word, Email, WhatsApp, and basic office applications
• Strong coordination, problem-solving, and time-management skills
• Ability to handle multiple tours and operational tasks simultaneously
• Willingness to work flexible hours when required during tour operations