Tour Staff Administrator

Job description

About Us Let’s go on an adventure together! Hey 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. For 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. At 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. Now 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. Feel like this could be the right fit? We think so too, and we’re already way too excited to meet you. The Tour Staff Administrator provides administrative and operational support to the Tour Operations team, ensuring that systems, documentation, travel logistics, communications, and operational processes are maintained accurately and efficiently. The role is responsible for supporting Tour Staff (CEOs) and the wider Operations team through effective coordination, record management, routine reporting, and logistical administration, contributing to the smooth delivery of tours across the region. Key Duties & Responsibilities: Administration & Document Management Compile, verify, and organize all pre-trip documentation, ensuring accurate filing for Tour Staff (CEO) access. Maintain compliance records, including passports, driver's licences, first aid certificates, background checks, and expiry tracking. Update Tour Staff (CEO) Code of Conduct records, contact profiles, and operational databases as directed. Maintain and audit physical and digital filing systems, transaction records, receipts, and payment documentation. Systems Administration Maintain and update the internal Tour Staff (CEO) website and resource portals with current itineraries, trip planners, and operational documentation. Create, manage, and archive Tour Staff (CEO) Slack channels for tours, ensuring standard pre-trip information is available. Upload approved Tour Staff schedules into internal systems (e.g. Polaris). Support routine system administration and maintain accurate operational records. Travel Logistics & Financial Administration Coordinate routine travel arrangements for Tour Staff (CEO) relocations, including flights, accommodation, and ground transfers. Coordinate the release and distribution of Tour Staff (CEO) swag in collaboration with the Workshop Manager. Assist the Finance team with invoice sorting, data entry, and administrative processing as required. Communication & Operational Support Compile and format content for the regional monthly newsletter using information supplied by the Operations team. Distribute standard customer feedback reports to suppliers on a monthly basis. Publish Tour Staff (CEO) recognition and evaluation "Shout-Outs" on internal communication platforms. Participate in the emergency phone rotation, providing after-hours support on a scheduled weekly basis. Event & Inventory Coordination Provide administrative support for internal meetings, staff training, engagement events, and operational activities. Source venue quotations, coordinate bookings, monitor attendance, and assist with event logistics where required. Skills & Experience: Experience: 1+ years of experience within G Adventures or strong relevant experience in the tourism/travel industry. Past experience working as a tour leader or field guide is recommended. A diploma in Tourism is highly desirable. Regional Passion: Some travel experience and a genuine passion for the people, culture, and geography of Africa. Communication Skills: Highly developed written and verbal communication skills; comfortable presenting data to management and communicating sensitively across cultures.Good command in English and able to use systems well (Office, Google Sheets) Crisis Management: Proven ability to remain calm under pressure, navigate stressful situations, manage crises, and prioritize the safety of others. Systems Savvy: Confident using and troubleshooting complex internal computer systems, database software, and communication tools with speed and efficiency. Organization & Agility: Strong administrative, organizational, and budgeting skills. Ability to juggle strict day-to-day operational deadlines while focusing on process improvement. Flexibility: Willingness to work a flexible schedule, including rotational weekend shifts and evening emergency phone coverage (compensated). What Do We Offer You? Competitive Total Rewards Package, including exclusive travel perks! Additional days off, including on your birthday! Vacation time for you to recharge Enhanced Parental Leave Meaningful Employee Recognition Program Learning and Growth Opportunities Employee Resource Groups *Applicable based on location* Please note that Artificial Intelligence (AI) is used in the selection or interview process. G Adventures is an equal opportunity employer committed to fostering a diverse and inclusive work environment. We consider all qualified applicants.