Job Description
– Travel Operations Executive Company: Trips N Tales

Location:
Pune Employment Type: Full-time Work Arrangement: Work from Office

Experience:
1–3 years Salary Range: 3 to 4 lakh per annum (depending on experience and skill set) Department: Travel Operations Reporting To: Founder / Head of Operations About Trips N Tales Trips N Tales is a group travel company creating curated international travel experiences for people in their 20s and 30s. We believe travel is about more than visiting destinations. It's about experiencing places, meeting people, building connections and coming back with stories worth sharing. We are looking for a proactive, organised and detail-oriented Travel Operations Executive who can ensure that every trip is planned and executed seamlessly, from the initial booking handover to the traveller's return home. The ideal candidate should be someone who takes ownership, anticipates challenges, coordinates effectively with suppliers and understands that great travel experiences are built on strong operational execution and thoughtful customer service. Why This Role Exists To ensure the seamless planning, coordination and execution of group travel experiences while maintaining operational efficiency, supplier accountability and a consistently high standard of guest experience. This is not just a booking or coordination role. We are looking for someone who understands travel operations, takes ownership of assigned trips, identifies potential issues before they escalate and ensures that every trip delivers what has been promised to our travellers.

Key Responsibilities
1. Trip Planning & Operational Coordination
• Take ownership of the operational planning and execution of assigned trips.
• Coordinate with hotels, transport providers, local guides, activity operators and other destination partners.
• Ensure all trip components, including accommodation, transfers, activities, sightseeing and other inclusions, are confirmed and aligned with the itinerary.
• Verify supplier confirmations, booking details, room configurations, meal plans, transfers and activity schedules.
• Ensure that all services booked are in accordance with the agreed itinerary and package inclusions.
• Identify potential operational gaps, logistical challenges or inconsistencies and resolve them before departure.
• Maintain accurate trip-wise operational records and documentation. 2. Supplier & Vendor Management
• Establish and maintain professional relationships with hotels, transport companies, local operators and destination partners.
• Follow up on pending confirmations, payments, amendments and operational requirements.
• Negotiate and coordinate with suppliers to ensure service quality and operational efficiency.
• Track supplier commitments and ensure that agreed services are delivered.
• Address service discrepancies, cancelations, last-minute changes and supplier-related issues.
• Evaluate supplier performance based on reliability, service quality, responsiveness and overall value.
• Maintain an updated database of trusted suppliers and destination partners. 3. Pre-Departure Coordination
• Ensure all operational arrangements are in place well before the departure date.
• Coordinate with the sales team to ensure a smooth handover of confirmed bookings and relevant traveller information.
• Verify traveller details, rooming lists, arrival and departure schedules,



special requests and other trip-specific requirements.
• Prepare and share necessary operational information with the concerned team members and destination partners.
• Coordinate pre-trip requirements such as airport transfers, hotel check-ins, activity confirmations and local logistics.
• Ensure pre-departure communication, travel information and necessary documentation are shared with the relevant teams.
• Identify potential risks or gaps in the trip plan and escalate them in advance. 4. On-Trip Operations & Guest Support
• Coordinate with local suppliers, guides, drivers and trip hosts to ensure the itinerary is executed as planned.
• Remain accessible for operational coordination and escalations during active departures, as per the assigned support schedule.
• Handle last-minute changes, delays, missed transfers, hotel issues and other unforeseen operational challenges.
• Coordinate with suppliers to find timely and practical solutions when services do not meet expectations.
• Ensure guest concerns are acknowledged, addressed and followed through to resolution.
• Maintain clear communication with the concerned internal teams and ensure that relevant updates are shared promptly.
• Take ownership of operational issues rather than simply passing them on to someone else. 5. Guest Experience & Service Quality
• Understand the guest experience beyond the individual services being delivered.
• Ensure that accommodation, transportation, activities and other inclusions meet the promised standards.
• Pay attention to details that can significantly affect the overall travel experience.
• Coordinate special requests, room preferences and other reasonable guest requirements.
• Work towards ensuring that guests feel informed, comfortable and supported throughout their journey.
• Identify recurring guest complaints or service gaps and recommend corrective measures.
• Maintain a customer-first approach while balancing operational feasibility and company policies. 6. Post-Trip Closure & Process Improvement
• Ensure all supplier invoices, payment records and trip-related expenses are reconciled and documented.
• Follow up on pending supplier payments, refunds, credits and outstanding operational matters.
• Collect feedback from trip hosts, guests and internal teams regarding operational execution.
• Identify recurring issues, supplier shortcomings and areas for improvement.
• Maintain trip-wise records of operational challenges and resolutions.
• Suggest improvements to internal processes, checklists and standard operating procedures.
• Ensure that learnings from completed trips are incorporated into future departures. Expected Outcomes Success in this role will be measured through three primary outcomes: 1. Operational Readiness & Planning Assigned trips are operationally ready well before departure, with bookings, supplier confirmations, logistics, documentation and other arrangements accurately coordinated. 2. Smooth Trip Execution & Issue Resolution Trips are executed with minimal avoidable operational errors,



supplier commitments are fulfilled and unexpected challenges are addressed promptly with ownership and practical solutions. 3. Guest Experience & Operational Accountability Guests receive the services promised, operational concerns are handled responsibly and trip-related records, payments and post-trip closures are completed accurately and on time. Behaviours We Value Ownership & Accountability Takes complete responsibility for assigned trips and deliverables. Doesn't wait for repeated reminders or shift responsibility when something goes wrong. Attention to Detail Checks booking confirmations, dates, timings, room configurations, inclusions and operational requirements carefully. Understands that small oversights can have a significant impact on a guest's experience. Proactiveness & Problem-Solving Anticipates potential challenges, identifies gaps and takes corrective action before issues escalate. Thinks in terms of solutions rather than problems. Reliability Follows through on commitments, meets deadlines and ensures that assigned responsibilities are completed without repeated chasing. Communication & Coordination Communicates clearly and professionally with suppliers, guests and internal teams. Keeps relevant stakeholders informed and ensures that important information doesn't fall through the cracks. Composure Under Pressure Remains calm and solution-oriented when dealing with last-minute changes, unexpected situations, supplier issues or guest complaints. Customer Empathy Understands that travel is an important experience for guests. Approaches concerns with patience, sensitivity and a genuine desire to resolve them. Coachability & Continuous Improvement Accepts feedback constructively, learns from mistakes and actively works towards improving operational processes and execution. Skills & Qualifications
• 1–2 years of experience in travel operations, tour operations, hospitality or a related field.
• Good understanding of travel coordination, hotel bookings, transfers, itineraries and destination logistics.
• Strong organizational, planning and coordination skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple trips and operational requirements simultaneously.
• Proficiency in Google Workspace, Microsoft Office and other operational tools.
• Ability to maintain accurate records, documentation and reports.
• Strong problem-solving and decision-making abilities.
• Comfortable coordinating with international suppliers across different time zones.
• Willingness to provide operational support during active departures, including outside regular office hours when required. Prior experience with international group travel or backpacking operations will be an added advantage. What We Expect From You We are looking for someone who:
• Doesn't just coordinate tasks but takes ownership of outcomes.
• Understands the importance of accuracy and attention to detail in travel operations.
• Can independently manage assigned trips without constant supervision.
• Thinks ahead and identifies potential operational challenges.
• Can handle unexpected situations without losing composure.
• Understands that supplier coordination and guest experience are equally key.
• Is organised, dependable and consistent in execution.
• Is willing to learn, improve and contribute towards building stronger operational systems.

📌 Travel Operations Executive (Pune)
🏢 Trips N Tales
📍 Pune