As one of our valued Operations Administrators, you are the hub at the center of the wheel, ensuring our tours go from "booked" to "brilliantly executed." You'll manage logistics from vendor contracts to rooming lists to field communication, coordinating with sales, operations, and guides to ensure everything runs on time, on budget, and with excellence.

We need a calm operator with fast decision-making, clear communication, strong tech skills, and emotional intelligence to thrive in a collaborative team. You'll build itineraries, solve problems, and balance structure with flexibility in one of the most meaningful industries.

As an Operations Administrator, you will be responsible for the following:

• Tour Operations Coordination:
• Contract and secure accommodations, activities, transportation, and meals for tours and FIT (Free Independent Traveler) reservations.
• Negotiate and secure contracts with hotel properties
• Create detailed timing documents and tour bundles for clients.
• Develop and maintain relationships with suppliers and destination marketing organizations (DMOs).
• Ensure timely tracking of deposits and payments to suppliers.
• Assist in the research and development of new tours and tour itineraries.
• Support Sales Efforts:
• Collaborate with the sales team to provide pricing and availability details for quotes.
• Review proposals and itineraries as needed.
• Administrative Responsibilities:
• Maintain accurate data in internal systems, including pricing and availability.
• Assist with customer service, including responding to inquiries and resolving issues.
• Prepare and review operational reports and implement adjustments based on feedback.
• Compliance and Logistics:
• Manage credit card use and expense reporting in accordance with company policies.
• Maintain a clean driving record and comply with Department of Transportation (DOT) regulations when applicable.
• Ensure proper use and maintenance of company equipment.
• Professional Development:
• Build and maintain in-depth knowledge of attractions, accommodations, and activities in the Southwest and Western United States.
• Attend occasional training events, seminars, etc.
• Other Duties:
• Occasionally attend trade shows and association meetings as required.
• Provide assistance with various administrative tasks and operational needs as they arise.

We are looking for a candidate who possesses the following qualifications and skills:

• Required Skills and Experience:
• Proven experience in operations, travel planning, or a related administrative role.
• Strong organizational and multitasking abilities with keen attention to detail.
• Excellent communication skills, both written and verbal.
• Proficiency in using Microsoft Office Suite, Google, and operational software tools.
• Ability to manage time-sensitive tasks and prioritize effectively.
• Strong team-player mindset with an eagerness to step up and help the team.
• Eagerness to continue expanding oneself and increase skill / knowledge through educational opportunities
• Preferred Knowledge:
• Familiarity with tourism and travel logistics, particularly in the Western U.S.
• Knowledge of National Parks, Monuments, State Parks, and regional attractions.
• Other Requirements:
• Valid driver’s license with a clean driving record.
• Flexibility to travel for trade shows or training as needed.

Why Join Southwest Adventure Tours?

• Collaborative Team: Join a passionate and supportive team dedicated to providing unforgettable experiences for our clients.
• Growth Opportunities: We value professional development and encourage employees to expand their expertise in the travel and tourism industry.
• Dynamic Work Environment: Enjoy a mix of remote work and occasional travel to iconic destinations in the Western United States.