Operations Coordinator

About Us:

Excursions Ltd, a leading inbound tour operator since 1999, specialises in providing excursions, special events, and logistics across the UK for the Small, Luxury, and Expedition cruise market. We are proud to work with many of the world's top cruise lines and have earned an excellent reputation in the travel industry.

Overview

Reporting to the Destination Manager, we are seeking a highly skilled and motivated Operations Coordinator ideally with experience in the hotel, travel or event sector to join our team. The ideal candidate will be eager to learn, thrive in a collaborative environment, and possess strong communication skills. If you're highly organised and enjoy building relationships, we'd love to hear from you

Responsibilities:

Responsible for all aspects of the planning and operating of services* for our cruise line clients, to include, but not limited to:

• Prepare, cost, and complete client proposals (bids) with guidance from senior team members
• Book, confirm, and coordinate all services, ensuring accuracy and seamless execution
• Prepare and maintain accurate operational documentation, ensuring all details are up-to date and compliant with company policies and procedures
• Coordinate and finalise requirements with clients and suppliers, acting as a key point of contact for assigned operations
• Maintain clear and consistent communication with clients and suppliers to uphold company standards
• Ensure all settlement vouchers, accruals, and invoices are finalised within 48 hours of service delivery and forwarded to the Finance team
• Keep the Line Manager informed of daily operations, escalating any concerns, changes, or issues promptly
• Attend and oversee pier operations, supervising guides, coach drivers, and other casual staff
• Support colleagues within the immediate and wider team by providing cover and assistance during busy periods
• Adapt quickly to operational demands and challenges, providing support outside regular hours, including evenings and weekends as required
• Maintain oversight of communications by monitoring emails and being responsive to out-of-hours calls in the lead up to, and during, live operations
• Conduct regular on-site product reviews, observing operations and evaluating guest experiences to ensure consistency in quality and service, as delegated
• Take responsibility for updating ELOS with changes to supplier and guide information, including business calendar adjustments
• Support the ongoing maintenance and accuracy of the tour database as delegated
• Ensure accuracy and attention to detail in all assigned tasks and documentation
• Ensure strict adherence to company standards, policies, and procedures at all times
• Uphold the company's sustainability policies and responsible tourism practices in daily operations
• Provide professional and timely communication with clients, suppliers, and colleagues, promptly responding to all enquiries and managing inbox and voicemail efficiently
• Drive to ports and venues across the country as required to support operational and business needs.

*Services relate to Shore Excursions, Turnarounds, Pre/Post Cruise Programmes & Land Programmes

Relevant experience

• Travel, Events or Hotel experience of 3 years (preferred)
• Experience using Microsoft applications for tasks such as word processing, email, or data entry
• Experience managing own workload and meeting deadlines (e.g., in studies, previous jobs, or voluntary work)
• Experience working effectively as part of a team
• Experience providing customer service, administrative, or other operational support
• Experience handling enquiries in person, by phone, or by email
• Experience working in a fast-paced office or administrative environment

This role provides an engaging environment for motivated individuals eager to contribute to organisational success while developing their professional skills.

Hybrid working: Although this role is office-based, we do have a hybrid policy which, after initial training, is 3 days in the office and 2 working from home.

Travel: This role does include travel up to 25% of the time in season, including over night, to ports throughout London and the South of England.

If you are passionate about operational excellence and possess the necessary skills to thrive in this role, we encourage you to apply.

Closing date: 21/11/2025

Interviews: w/c 08/12/2025

Start date: w/c 12/01/2026

If you haven't heard from us within 2 weeks of the closing date, then your application has been unsuccessful on this occasion.

If you require any reasonable adjustments during any part of the application process, please let us know so we can discuss and arrange these.

Recruitment Agencies - opportunities at Excursions Ltd are managed by our internal recruitment team. We are unable to accept unsolicited CVs and communications from external recruiters.

Job Types: Full-time, Permanent

Pay: £28,000.00 per year

Benefits:

• Company pension
• Flexitime
• Free flu jabs
• On-site parking
• Paid volunteer time
• Profit sharing
• Referral programme
• Sick pay

Experience:

• Travel/Events/Hotel: 3 years (preferred)

Licence/Certification:

• Driving Licence (required)

Work authorisation:

• United Kingdom (required)

Location:

• Swindon, SN25 4DL (required)

Willingness to travel:

• 25% (required)

Work Location: In person