{"id":4301889,"url":"https://alion.io/job/g-adventures-reservations-operations-coordinator","title":"Reservations & Operations Coordinator","company":{"id":9233,"name":"G Adventures","domain":"gadventures.com","url":"https://alion.io/company/g-adventures","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":75,"open_postings":6,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":54,"computed_at":"2026-11-12T10:38:37Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Cape Town, South Africa"],"countries":["ZA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Gmail","optional":false},{"name":"Google Workspace","optional":false}],"status":"live","first_seen_at":"2026-11-13T00:00:00Z","employer_posted_date":"2026-11-13","last_verified_at":"2026-11-14T03:52:35Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"About Us\nLet’s go on an adventure together!\nHey there, we’re G Adventures. We’re one of the world’s leading small group travel companies, and we’ve always believed that travel isn’t just about where you go - it’s about how it changes you.\nFor the last 35 years, we’ve set out to do things differently. No cookie-cutter tours. No giant buses or cruise ships. And not to mention, as few selfie sticks as possible. Just real humans, travelling your heart out across the world with open minds and a non-stop desire to make our planet better, simply by exploring it.\nAt G Adventures, our DNA (or GNA, if you will) is built on belonging - where bringing your authentic self to work every day isn’t just accepted, it’s downright celebrated. For our office crew - you wanna rock a t-shirt with your dog’s face on it? We say go for it. For our Chief Experience Officers - you wanna hit the road and call some of the most epic places on Earth your home office? We love that - and we’ve got you. Wanna spend your days with people you genuinely like? Us too - and we’re pretty sure you’ll fit right in, wherever that is.\nNow about that career of yours - this is the kind of place where you can spread your wings and truly grow into your role. The best part? You get to do it all alongside a passionate, freakishly talented, one-of-a-kind bunch excited to produce top-notch work and spread a ridiculous amount of goodness at the same time.\nFeel like this could be the right fit? We think so too, and we’re already way too excited to meet you.\nAbout The Role\nThe Reservations & Operations Coordinator ensures seamless trip delivery by accurately managing bookings, cancellations, system validations, and supplier invoice reconciliations. Serving as a central operational hub, the role bridges communication across suppliers, Global Inside Sales, Fleet, Tour Staffing, and Finance to resolve booking discrepancies, coordinate tour leader logistics, and uphold service standards. The Coordinator also handles escalated incident cases, supports on-call emergency rotations, and provides key administrative support to Reservations leadership and the Senior Manager of Regional Operations.\nKey Responsibilitie s\nProcess reservations requested by the Sales team in accordance with Product team specifications, ensuring full compliance with Block Sheet guidelines.\nPerform validation checks in internal systems (e.g., Block Sheet, Validations) and report discrepancies to the Reservations Specialist or Manager, Flights & Reservations.\nAccurately enter and update reservation data, maintaining records to support reporting, audits, and operational requirements.\nAssist with the validation and reconciliation of supplier invoices against internal systems, working in partnership with regional and global Finance teams to ensure accuracy and the timely processing of payments.\nSupport the Global Inside Sales teams by promptly processing booking requests, changes, and cancellations using internal tools and reports, while ensuring clear and efficient communication.\nEnsure all reservation-related tasks are completed timely and accurately to avoid unnecessary fees, respecting cancellation terms.\nAssist in ensuring the company brand and other client brands are properly represented throughout the region.\nCoordinate with the Product or Operations teams to ensure changes are correctly reflected in reservations.\nSupport with weekly trip cancellations reporting, updating records and escalating issues where needed.\nSupport the Reservations Coordinators and Specialists, ensuring accuracy, efficiency and the effective execution of tasks.\nAssist with requesting additional DPL departures and follow ups with suppliers.\nProvide administrative support during emergencies when scheduled on a rotation.\nCarry the emergency phone on a rotational basis and assist outside of regular work hours, as required during emergencies.\nCommunication & Collaboration:\nMaintain open & clear communication with the supply chain, answering all administrative queries and ensuring accurate and timely responses.\nMaintain clear communication with Operations and other teams to resolve reservation issues quickly.\nCommunicate all significant reservation details to the Reservations team, Tour Staff and other relevant stakeholders in preparation for trips.\nRespond to inquiries via phone and email in a professional, prompt and courteous manner.\nParticipate actively in team meetings and training sessions to stay current with departmental protocols, tools, and updates.\nEnsure email communications are followed up within 24 hours and manage delegated \nProvide operational support to cross-functional teams, including Tour Staff & operations and Fleet, as required to ensure seamless service delivery.\nCommunicate and coordinate with suppliers to ensure they understand and adhere to required reservation processes and standards.\nAssist in monitoring supplier performance, including response times and service accuracy, and escalate persistent issues to the Reservations Specialist and/or Manager, Flights & Reservations.\nCross-Functional & Administrative Support:\nCoordinate with the tour staffing team on money requests and expense approvals.\nManage delegated operations mailbox:Assisting with sales queries and operational escalations\n\nReviewing incident reports and cases:Escalating to a manager or specialist.\nPosting in relevant slack channels .\nActioning cases as needed.\n\nCoordinate with the tour staffing team in arranging tour leader transfers/Accomodation.\nCoordinate with relevant stakeholders keeping optional activity sheets up to date.\nCoordinate Lando vehicle changes and communicate effectively with tour leaders.\nAssist the tour staffing team with monitoring equals cards and zero-out tour leader accounts.\nSkills & Experience\nDiploma or degree in Travel and Tourism, Hospitality or Business Administration - or equivalent experience in Travel, Tourism or a related field.\nProficient in using Google Workspace tools (e.g., Gmail, Sheets, Docs, Calendar).\nDemonstrate proficiency in Polaris, Compass and Salesforce.\nSolid computer literacy and ability to adapt to reservation platforms and internal systems. (General comfort with Mac and PC operating systems.)\nComfortable navigating multiple computer systems with accuracy.\nHighly proficient in English, both written and spoken.\nComfortable working flexible shifts, including weekends, to meet business needs\nStrong attention to detail with a commitment to accuracy and quality.\nAbility to multitask and prioritize effectively under supervision.\nProfessional and courteous communication skills (written and verbal).\nExcellent planning, organizational, and time management abilities\nAttentive to detail, actively listens, and remains calm and effective under pressure.\nStrong problem-solving abilities.\nExcellent written and verbal communication skills; able to liaise effectively with internal teams and external suppliers.\nWhat Do We Offer You?\nCompetitive Total Rewards Package, including exclusive travel perks!\nAdditional days off, including on your birthday!\nVacation time for you to recharge\nEnhanced Parental Leave\nMeaningful Employee Recognition Program\nLearning and Growth Opportunities\nEmployee Resource Groups\n*Applicable based on location*\nArtificial intelligence (AI) tools may be used to support the administrative processing of applications, such as organizing and formatting applicant information. AI is not used to screen, assess, or select applicants. All hiring decisions are made by our recruitment team.\nG Adventures is an equal opportunity employer committed to fostering a diverse and inclusive work environment. 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