Tour Coordinator

**Aspen Outdoors Ltd Job Profile - Tour Coordinator (part-time)**

Aspen Outdoors Ltd is an outdoor activities company established in 2016. The company has eight employees and is based in Kilsyth, North Lanarkshire, Scotland. Aspen runs Duke of Edinburgh’s Award (DofE) expeditions, hiking holidays, mountain adventures, canoe adventures, and outdoor training. Aspen is a member of ABTOT (Association of Bonded Travel Organisers Trust).

Salary is £30,000 (pro-rata based on 15 hours a week). The role shall be undertaken at home with a requirement to travel to our operational base in Kilsyth, from time to time. Some travel to tour destinations in the UK and overseas will also be required, for the purposes of researching and developing new tours, and, from time to time, fulfilling the role of tour manager.

**Terms and Conditions of Appointment**
- £30,000 (pro-rata 15 hours a week, based on full-time hours of 37.5 hours a week)
- Pay frequency shall be monthly.
- Travel expenses shall be paid
- 28 days of annual leave a year (pro-rata)
- Any additional hours worked, exceeding 37.5 hours a week, shall attract an overtime rate of time and a half.
- The postholder shall be provided with a laptop and a mobile phone.
- The post holder shall be expected to take part in training and professional development opportunities.
- The post holder shall be enrolled in an employer pension scheme.
- The post is permanent.
- The post-holder shall be managed by the Company Directors.

TOUR PROMOTION
- Develop and promote blog articles to share with existing and prospective customers.
- Develop and promote newsletters to share with existing and prospective customers.
- Make effective use of social media to promote Aspen’s tours and other events.
- Make effective use of public relations opportunities, developing and promoting press releases about Aspen’s tours and other events.
- Attend conferences, exhibitions, and other tourism industry events to promote Aspen’s tours and other events.

TOUR DEVELOPMENT
- Conduct market research for the purposes of developing and improving Aspen’s tours and other events.
- Research tour destinations for the purposes of developing and designing new and improved tours. Research includes both desk-based and visits to tour destinations.
- Develop positive relationships with suppliers.
- Develop and design high-quality tour prospectuses (in the form of webpages, PDF, and print brochures), comprising photographs, itineraries, destination information, and accommodation information, etc.
- Develop and design high-quality private tour proposals in response to customer enquiries.
- Research tour costs and prices.

TOUR OPERATIONS
- Develop, write, and keep under review our company’s tour terms and conditions.
- Develop, write, and review tour contracts with travel agents, tour operators, and suppliers.
- Make bookings with suppliers.
- Input accurate information on our company’s databases and systems, for the purposes of planning and managing tours.
- Prepare reports, information, and other resources for guides.
- Engage and communicate with our guides to ensure the effective delivery of tours.
- Prepare and communicate accurate, high-quality customer information on tours.
- Provide information to ABTOT for the purposes of renewing our annual membership and submitting quarterly returns.
- Assist with the servicing, maintenance, and cleaning of our company’s vehicles.

CUSTOMER SERVICE MANAGEMENT
- Be professional, courteous, prompt, and responsive in all dealings with customers.
- Prepare accurate, high-quality customer information documents.
- Make up quotes and invoices for customers.
- Plan and run event briefings with customers and participants.
- Encourage customers to provide reviews of their customer experience.
- Collate and analyse feedback information from customers and participants.
- Evaluate and produce reports for Directors on customer feedback.

FINANCIAL TASKS
- Input accurate information into our company accountancy software: e.g., setting up suppliers and customers, creating and editing estimates and invoices, setting up bills and expenses, and matching commitments with bank transactions.
- Support the Directors with the preparation of annual accounts.
- Make payments to suppliers.
- Undertake other finance-related tasks as instructed by the Directors.

TOUR MANAGEMENT
- Fulfill, from time to time, the role of tour manager, accompanying tours, communicating effectively with suppliers and our guides, and responding to customer requirements to ensure the delivery of a high-quality customer experience.

OTHER TASKS.
- Undertake other tasks as reasonably required to develop, operate, and improve Aspen’s business activities.

Essential Qualifications: Higher English, Higher Mathematics (or equivalent)

Desirable Qualifications: HND and or university Degree in Travel and Tourism or Events Management

Essential Knowledge and Experience: Experience in a customer service role; Experience in an even