Operations / Transport Administrator

Operations / Transport Administrator

(2 Positions)

Salary: £25,000 - £27,500 dependent upon experience
Hours: Full Time, Permanent (37.5 hours per week) or Part Time minimum of 25 hours per week)
Location: Option for hybrid-working with a minimum of 3 days per week at our Head Office in Derby, DE24 8HR

About Us

We are a vibrant, forward thinking organisation dedicated to providing unforgettable international tour experiences for school groups. We aim to open the world to young people creating opportunities, and broadening horizons.

As our business continues to grow, we are looking for passionate individuals who share our commitment to exceptional service, meticulous planning, and inspiring travel experiences.

The Role

We re looking to recruit two experienced Administrators to join our growing team! One role within our Operations Department and one within our Transport Department.

Both positions are based at our Head Office in Derby and play a key part in supporting the successful delivery of our tours.

As an Operations / Transport Administrators, you will provide valuable support to our Tour Co-ordinators, assisting in the organisation of educational, concert, activity, ski and sports tours. You will be involved throughout the post-booking process and act as a key point of contact for clients.

As our Operations / Transport Administrators, you will also support our Transport Manager with the booking and coordination of coach and ferry travel for our tours, ensuring all transport arrangements are accurate, compliant and cost-effective.

Key Responsibilities

Operational Support;

• Assisting the operations team with accommodation and flight requests and bookings.
• Processing client invoices and payments accurately and efficiently.
• Supporting post-booking procedures, including requesting passenger lists, managing rooming allocations and setting up final documentation on our online platform.
• Liaising with clients via telephone and email, providing a professional and helpful service.
• Accurately updating and maintaining our customer database.
• Carrying out general administrative duties, including answering incoming calls and handling outgoing mail.
Transport Administrator
• Assisting the Transport Manager with the booking of coaches and ferry travel for tours.
• Negotiating rates and contracting coach and ferry bookings with suppliers.
• Creating provisional travel itineraries outlining key movements on travel days for coach tours.
• Processing supplier invoices for payment in line with agreed terms.
• Maintaining the supplier database, ensuring accurate records are kept for fleet details and Health & Safety compliance.

About You

You will be a highly organised and reliable individual with a strong administrative background and a keen eye for detail.

You will be comfortable managing multiple tasks at once, working to deadlines and communicating confidently with colleagues, clients and suppliers. A proactive approach, willingness to support the wider team and a positive, can-do attitude are essential for both roles.

You will be confident using IT systems and databases, take pride in working accurately and enjoy being part of a busy, collaborative office environment.

Key skills and experience

• Previous experience in an administrative role, ideally within a fast-paced office environment.
• Strong organisational skills with the ability to prioritise workload effectively.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Confident IT skills, including experience using databases and Microsoft Office applications.
• Ability to work both independently and as part of a team.
• Experience within the travel, transport or tour operations industry.
• Experience processing invoices and working with financial data.
• Familiarity with Health & Safety or supplier compliance records.

Benefits

• A basic salary of £25,000 - £27,500 (dependent upon experience)
• Performance related bonus
• 24 days holiday per year (increasing with length of service to a maximum of 27 days) in addition to all public holidays
• Contributory pension scheme
• Healthcare cashback plan
• Cycle to Work scheme
• Flexible hybrid working programme, supporting a healthy work-life balance