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For Companies At a Glance
- Tasks: Coordinate and manage bespoke tours for private groups, ensuring smooth operations and excellent communication.
- Company: Join Travel Editions, a multi-award-winning UK tour operator with a passion for cultural holidays.
- Benefits: Enjoy a competitive salary, fully remote work, and opportunities for professional growth.
- Why this job: Be part of creating unforgettable travel experiences while developing your organisational and communication skills.
- Qualifications: 2+ years in travel or tour operations, strong attention to detail, and excellent communication skills.
- Other info: Dynamic role with opportunities for travel and career advancement.
The predicted salary is between 30000 - 32000 £ per year.
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.
Private Groups Operations & Account Coordinator in Newcastle upon Tyne employer: Travel Editions Ltd
Contact Detail:
Travel Editions Ltd Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Private Groups Operations & Account Coordinator in Newcastle upon Tyne
✨Tip Number 1
Network like a pro! Reach out to people in the travel industry, especially those who work with private groups. Attend events or webinars where you can connect with potential employers and show them your enthusiasm for the role.
✨Tip Number 2
Prepare for interviews by researching Travel Editions and their Private Groups programme. Know their offerings inside out so you can discuss how your skills align with their needs. This shows you're genuinely interested and ready to contribute.
✨Tip Number 3
Practice your communication skills! Since this role involves liaising with group organisers, being clear and confident in your verbal and written communication is key. Consider mock interviews or role-playing scenarios to boost your confidence.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re proactive and keen on joining our team at Travel Editions.
We think you need these skills to ace Private Groups Operations & Account Coordinator in Newcastle upon Tyne
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Private Groups Operations & Account Coordinator role. Highlight your relevant experience in tour operations and showcase how your skills align with our needs at Travel Editions.
Show Off Your Attention to Detail: Since this role requires excellent administrative accuracy, be sure to demonstrate your attention to detail in your application. Use clear formatting, check for typos, and ensure all information is correct before hitting send.
Be Personable and Professional: We love a friendly approach! When writing your cover letter, let your personality shine through while maintaining professionalism. Show us that you can build strong relationships with group organisers and clients.
Apply Through Our Website: To make sure your application gets to us directly, apply through our website. It’s the best way to ensure we see your application and can consider you for the role. We can’t wait to hear from you!
How to prepare for a job interview at Travel Editions Ltd
✨Know Your Itinerary Inside Out
Before the interview, make sure you understand the role's responsibilities, especially around creating tailored itineraries. Familiarise yourself with the types of tours Travel Editions offers and think about how your experience aligns with their needs.
✨Showcase Your Organisational Skills
Be ready to discuss specific examples of how you've managed multiple deadlines in previous roles. Use the STAR method (Situation, Task, Action, Result) to structure your answers and highlight your ability to keep everything running smoothly.
✨Communicate Like a Pro
Since this role involves liaising with group organisers, practice clear and confident communication. Prepare to demonstrate your verbal and written skills by discussing how you've handled client queries or resolved issues in the past.
✨Bring Solutions to the Table
Think about challenges you've faced in previous roles and how you overcame them. Be prepared to share these experiences during the interview, showcasing your proactive and solutions-oriented mindset that aligns with the operational focus of the role.
