Operations Specialist

Job Description:

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  Support the Sales team with administrative tasks including confirmation documents, final documents, itinerary updates, and guest communications.

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  Administrative support may include Tailormade, Chairman’s Club, Groups and Villa bookings across all brands

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  Appropriate ad hoc requests between confirmation and departure 

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  Ad Hoc requests for Educational, including agents & PR trips 

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  Ensure all documentation is accurate, timely, and aligned with brand standards.

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  Verify that confirmed services and costs match between suppliers and the reservation system.

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  Liaise with internal departments to ensure smooth handover of bookings and guest information.

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  Print and post documentation when required.

• Reconfirm all services to ensure guest expectations are met.

• Collect and process personal data (GIF) in the reservation system and GDS.

• Perform system checks within the GDS.

• Cover phones and assist with guest queries related to documentation and Guest Information Forms.

• Coordinate the successful operation of the group tour portfolio.

• Prepare final rooming lists in line with supplier deadlines.

• Liaise with the Air team to ensure flights are issued on time and within airline deadlines.

• Ensure accurate client documentation from confirmation to final documents.

• Communicate with clients regarding group tour amendments and provide visa support 

documentation.

• Maintain and update internal systems with booking and guest information.

• Identify opportunities to improve administrative processes and support implementation of new tools and technologies.

• Ensure data accuracy and compliance with internal procedures.

• Lead the review and optimisation of operational processes.

• Champion adoption of new systems and tools to enhance efficiency and guest experience.

• Collaborate with IT, Product, and Sales teams to ensure operational readiness for new launches.

• Experience in luxury travel or tour operations.

• Familiarity with itinerary production and guest documentation.

• Understanding of travel systems and booking platforms.

• Guest-focused with a commitment to service excellence.

• Proactive and adaptable with a problem-solving mindset.

• Able to work collaboratively across teams and departments.

• Calm under pressure and able to manage multiple tasks effectively.

• Enthusiastic and positive attitude with a willingness to learn.