Program Services Coordinator

As Program Services Coordinator, you will provide essential administrative and operational support to the Program Services Manager for Australia and New Zealand. You will play a key role in supporting our Tour Leaders, coordinating schedules and travel arrangements, maintaining accurate records, and helping ensure the smooth delivery of our tours.

This is a varied role suited to an organised, proactive individual who enjoys working in a dynamic, international environment and can confidently manage competing priorities.

You are a reliable, adaptable, and solutions-focused professional who thrives in a team environment. You have excellent organisational and interpersonal skills, take initiative, and are comfortable working under pressure.

You will also demonstrate:

• Excellent organisational and interpersonal skills.
• A self-motivated approach, with the ability to prioritise tasks and meet deadlines.
• Strong teamwork skills, adaptability, and reliability.
• Excellent problem-solving and decision-making abilities.
• The ability to remain calm and effective under pressure.
• A flexible attitude and willingness to take on responsibilities beyond the usual scope of the role.

Reporting to the Program Services Manager – Australia, the Program Services Coordinator will be responsible for supporting the effective management and coordination of Tour Leaders across Australia and New Zealand.

Key responsibilities include:

• →The ability to work effectively with a multicultural, international team.
• →Strong communication and interpersonal skills, including the ability to deliver and receive constructive feedback in one-on-one conversations.
• →Excellent administrative and organisational skills, with strong attention to detail.
• →Proficiency in Microsoft Office applications, particularly Excel and Word, as well as SharePoint and Outlook.
• →Initiative, a strong work ethic, and a genuine commitment to achieving goals and continuous improvement.
• →The ability to manage multiple tasks, prioritise effectively, and work independently when required.
• →Experience in the travel industry is preferred.

• Assist the Program Services Manager with Tour Leader recruitment, hiring, and training as required.
• Manage the Tour Leader database, ensuring records are accurate and up to date.
• Coordinate Tour Leader schedules and maintain the relevant internal systems.
• Arrange Tour Leader flight bookings and related travel requirements.
• Support the Operations Manager in coordinating logistics for recruitment, training trips, and business meetings.
• Assist the Operations team with tour deviations, operational challenges, and tour emergencies.

• Review and analyse traveller survey feedback, sharing key findings and recommendations with the team and Tour Leaders.
• Collect, review, and reconcile Tour Leader travel expenses, including basic accounting administration.
• Collate tour information from multiple teams and prepare all relevant documentation for each tour departure.
• Review website content and traveller booklets to ensure information is accurate and up to date.
• Audit quarterly Tour Leader trip incentives.
• Enter and audit Tour Leader assignment data, ensuring tour codes and related details are accurate.
• Provide after-hours emergency support on a roster basis, approximately one week every five to six weeks.

Please submit your application with a cover letter outlining your suitability for the role. Applications submitted without a cover letter will not be considered.

Applicants must have the legal right to live and work in Australia or New Zealand.

Only shortlisted applicants will be contacted for an interview.

• After-hours roster: I’ve used “approximately one week every five to six weeks,” as this appears to be the intended frequency in your original description. You may want to confirm this.
• Location and hybrid arrangement: Consider clarifying whether the successful candidate can be based in either Sydney or Auckland and whether the hybrid arrangement applies to both locations.
• Reporting line: The role description refers to supporting the Program Services Manager in Australia while covering Australia and New Zealand. Confirm whether the position supports both markets or Australia only.