Operations Support Assistant - Travel Agency Daily Operation

Tour Organizer Responsibilities: Itinerary Planning and Coordination: Design and manage detailed itineraries, ensuring that each day’s activities are organized, on schedule, and aligned with the clients’ expectations. Adjust the itinerary if needed to accommodate unforeseen circumstances or last-minute changes, ensuring that all key events and activities are still covered. Customer Service and Support: Serve as the main point of contact for tourists, answering questions, providing travel advice, and ensuring their needs are met. Offer local insights, tips, and relevant cultural information to enhance the travel experience. Troubleshoot any issues or concerns tourists may have during the trip to ensure their comfort and satisfaction. Driver and Transportation Management: Monitor and coordinate driver schedules, ensuring vehicles arrive on time and follow the predetermined route. Ensure the safety and well-being of tourists during transit, including adherence to safety regulations and road protocols. Communicate with drivers about any changes to routes, pickup points, or times, ensuring smooth transitions during the trip. Tour Desk Management: Supervise the tour desk during off-days of staff, ensuring that all inquiries are promptly addressed. Handle bookings, provide tourists with up-to-date information about their travel plans, and ensure all necessary materials are provided to participants. Organize any necessary documents such as tickets, maps, and brochures to ensure smooth operations. Documentation and Reporting: Maintain and organize all relevant operational documents, such as itineraries, booking confirmations, permits, and contracts. Ensure that all documentation is updated in real-time, accurately reflecting changes and any special requests from tourists. Prepare and submit post-trip reports, including feedback from tourists, any logistical challenges, and suggestions for future improvements. Team Collaboration and Leadership: Work closely with the team, including tour guides, drivers, and other staff members, ensuring everyone is aligned and aware of their duties. Provide leadership and support, particularly during times of high demand or when issues arise. Encourage open communication and foster a cooperative team environment to ensure operational efficiency. Problem-Solving and Crisis Management: Act as the go-to person for resolving unexpected issues, such as delays, cancellations, or emergencies. Make quick, informed decisions to keep the tour on track and ensure tourists remain satisfied with their experience. Maintain composure under pressure and guide the team to resolve challenges calmly and professionally. Financial Management and Budgeting: Oversee any financial transactions related to the tour, including collecting payments, handling receipts, and ensuring expenses stay within budget. Monitor costs associated with transport, meals, activities, and accommodations, providing updates to management and adjusting plans as necessary.