JOB DESCRIPTION
JOB TITLE: Excursion Administrator COMPANY: Calypso Tours Ltd DEPARTMENT: Calypso Tours Excursions REPORTS TO: Operations Manager
JOB ROLE: The Excursion Administrator is responsible for the day-to-day administration and coordination of shore excursions and guided tours, ensuring that all operational, customer service, and logistical requirements are met efficiently. KEY RESPONSIBILITIES: - Coordinate and schedule excursions, guides, drivers, and transport providers.
- Prepare daily operational documentation, including guide allocations, passenger lists, itineraries, and tour schedules.
- Liaise with cruise lines, tour operators, suppliers, and internal teams to confirm bookings and operational requirements.
- Monitor booking systems and maintain accurate records of reservations, cancellations, amendments, and payments.
- Respond promptly to customer, supplier, and partner enquiries by email and telephone.
- Ensure all excursions are correctly staffed and that guides receive the necessary briefing information and materials.
- Assist with the recruitment, scheduling, and administration of tour guides where required.
- Prepare invoices, purchase orders, and other administrative documentation.
- Maintain databases, filing systems, and operational records.
- Support the Operations team in planning for all types of tours and events.
- Assist with resolving operational issues and implementing contingency plans when necessary.
- Ensure company procedures and health and safety requirements are followed.
- Provide general administrative support to the operations team.
In addition to the above, any other task required to be performed which may be assigned by the Chairman, Directors or Manager from time to time. QUALITY & CUSTOMER SERVICE: In carrying out all the above, the Shore Excursion – Backoffice Clerk will at all times adhere to ISO9001 objectives and will comply with all departmental and company requirements, procedures and policies as stated in the Quality Manuals. A clear understanding of the Quality Manuals and Work Instructions is essential. At all times, the individual should operate in the interests of its customers. REQUIREMENTS: - Excellent organisational and time management skills.
- Strong attention to detail and accuracy.
- Good communication and interpersonal skills.
- Ability to work under pressure and manage multiple priorities.
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
- Experience in tourism, travel, hospitality, or excursion operations is desirable.
- Ability to work independently as well as part of a team.
- Flexible approach to working hours, including occasional weekend work during busy operational periods.
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