Private Groups Operations & Account Coordinator in Crawley

Department: Private Groups

Location: Fully remote (UK), with occasional travel

Employment Type: Full-time (37.5 hours per week)

Salary range: £30,000–£32,000 depending on experience

Start Date: TBC

About Travel Editions

Founded in 1994, Travel Editions is a multi-award-winning UK based tour operator specialising in escorted cultural and special-interest holidays worldwide. Our Private Groups programme designs and operates bespoke tours for organisations, societies and affinity groups. We are now seeking a Private Groups Operations & Account Coordinator to support the delivery and administration of confirmed private group tours.

The Role

This role is primarily operational and administrative, focused on turning confirmed private groups into fully prepared, accurately documented and smoothly delivered tours. You will manage all pre-departure arrangements, act as the main day-to-day contact for group organisers, and ensure bookings, finances and documentation are handled accurately and on time. Working closely with the Head of Private Groups and the Operations team, you will own the journey from confirmation to departure, ensuring nothing is missed.

Key Responsibilities

• Group Operations & Pre-Departure Delivery

• Assist in creating engaging and tailored itineraries that meet the interests and requirements of each private group, ensuring all activities, visits, and experiences are feasible and operationally practical.
• Book and confirm visits, transport and all key tour components in preparation for tour set-up, ensuring timings, capacities and supplier requirements are accurately coordinated.
• Prepare a comprehensive tour set-up for handover to the Product team, including finalised itineraries, supplier confirmations, operational notes and any special requirements, to ensure a smooth loading of tours.
• Manage the full pre-departure operation of confirmed private group tours, including accommodation, transport, flights, guides, entrances and meals.
• Liaise with suppliers, DMCs and ground handlers to contract, confirm and reconfirm services.
• Ensure all services are booked within deadlines, budget and agreed specifications.
• Prepare, check and issue (as applicable) all documentation, including booking confirmations, invoices and receipts, final travel documents and tour information packs.
• Process rooming lists, special requirements and payments.
• Manage amendments, upgrades and cancellations in line with terms and conditions.
• Work closely with the Head of Private Groups and the Operations team to ensure tours are fully operationally ready prior to departure.
• Act as an operational contact for group organisers from confirmation through return when required.

• Build strong working relationships with group organisers, providing clear, proactive pre-departure communication.
• Respond to operational queries efficiently and resolve issues before they impact delivery.
• Support organiser meetings, presentations or pre-travel briefings when required.
• Support repeat group business through strong delivery, accurate administration and positive organiser relationships.
• Assist with basic itinerary or costing input when required, working under guidance from senior team members.

• Maintain accurate records across booking and CRM systems.
• Support post-tour reconciliation, feedback collection and reporting.
• Identify opportunities to improve operational efficiency and accuracy.

Key Requirements

• Essential

• 2+ years’ experience in a tour operator, travel agency, DMC or group travel role.
• Experience handling multi-component bookings.
• Excellent attention to detail and administrative accuracy.
• Strong organisational skills with the ability to manage multiple deadlines simultaneously.
• Confident written and verbal communication.
• Comfortable working with booking systems, CRMs and Microsoft Office.

• Experience with private groups or special-interest travel.
• Knowledge of UK and European travel.
• Experience supporting client events or Trade events.

Key Competencies

• Operational focus – you enjoy making complex trips run smoothly.
• Administrative rigour – documents, systems and finances are always accurate.
• Client-focused and professional in organiser communications.
• Calm and organised when managing multiple moving parts.
• Proactive and solutions oriented.