Department: Tour OperationsDesignation: Operations CoordinatorReporting To: Operations Manager / Management
1. Job Purpose
To coordinate and manage daily tour transportation activities, including vehicle chart preparation, vehicle allocation, driver coordination and trip scheduling, ensuring smooth execution of all tour operations.
2. Roles & Responsibilities
A. Vehicle Charting & Trip Planning
- Prepare daily vehicle charts based on tour bookings and travel requirements.
- Allocate vehicles according to the number of passengers and tour itinerary.
- Schedule vehicles for airport transfers, sightseeing trips, hotel transfers and outstation tours.
- Plan vehicle assignments based on availability and operational requirements.
- Update vehicle charts whenever there are changes in tour schedules.
B. Driver Coordination
- Coordinate with drivers regarding daily trip assignments.
- Share passenger details, pickup locations, reporting times and tour itineraries.
- Confirm driver availability before assigning trips.
- Follow up with drivers regarding pickup and drop-off schedules.
- Coordinate replacement drivers whenever required.
C. Tour Operations Coordination
- Coordinate with the sales and booking teams regarding confirmed tour bookings.
- Ensure vehicles are arranged according to customer requirements.
- Coordinate airport pickups, hotel transfers and sightseeing arrangements.
- Monitor daily tour schedules and ensure timely vehicle reporting.
- Handle last-minute changes in tour plans and vehicle requirements.
D. Vehicle Management
- Maintain updated records of available vehicles.
- Monitor vehicle availability and utilization.
- Coordinate vehicle maintenance and servicing schedules with the concerned team.
- Arrange alternative vehicles in case of breakdowns or emergencies.
- Ensure suitable vehicles are assigned according to the tour requirements.
E. Documentation & Reporting
- Maintain daily vehicle charts and trip allocation records.
- Maintain driver details and vehicle information.
- Prepare daily and monthly vehicle utilization reports.
- Maintain records of completed trips and pending assignments.
- Report operational issues to management.
3. Required Qualifications & Skills
- Minimum Plus Two / Degree.
- Basic computer knowledge and good MS Excel skills.
- Valuable communication and coordination abilities.
- Knowledge of tour operations and vehicle scheduling.
- Ability to manage multiple trips and schedules simultaneously.
- Problem-solving and time-management skills.
- Previous experience in a tour and travel company will be an advantage.
4. Key Performance Indicators (KPIs)
- Accuracy of daily vehicle chart preparation.
- Timely vehicle allocation for confirmed tours.
- Proper coordination with drivers.
- Effective management of last-minute booking changes.
- Optimum vehicle utilization.
- Timely completion of vehicle scheduling and reporting.
5. Important Job Expectations
- Ensure all confirmed tours have proper vehicle arrangements.
- Avoid vehicle allocation conflicts and double bookings.
- Maintain proper communication with drivers and the booking team.
- Ensure every trip is assigned to the appropriate vehicle and driver.