Full Time | Bungalow, Cairns QLD

Ellwood Motorcycle Adventures

This isn't your average admin job.

At Ellwood Motorcycle Adventures, we take people on some of the biggest bucket-list motorcycle adventures of their lives — from Cape York and the Australian outback to the Himalayas of Nepal and beyond. What started as our passion for motorcycles, travel and adventure has grown into a busy adventure-tour business, and we're looking for an exceptional Administration & Operations Coordinator to become a key part of our team.

This is a varied role combining client administration, bookings and tour management with the practical behind-the-scenes coordination required to get our tours on the road.

While a large part of your role will be office-based, this definitely isn't a job where you'll spend every day doing the same thing behind a desk.

One minute you might be helping someone book the adventure they've dreamed about for years. The next you'll be organising international flight details, preparing permits for Cape York, updating a passenger manifest, ordering equipment or working with our crew to make sure everything is ready for the next tour departure.

Our riders put a huge amount of money, time and trust into travelling with us, and we take that responsibility seriously.

We want someone who does too.

What you'll be doing

You'll play a major role in keeping both the administration and operational sides of our tours organised and running smoothly.

Bookings, clients & administration

- Responding to phone and email enquiries and helping potential riders choose the right adventure
- Taking bookings and managing riders through the booking process
- Learning our tours and destinations so you can confidently answer questions and provide accurate information
- Maintaining accurate client records within our booking system
- Preparing and managing invoices, receipts and payments through Xero
- Reconciling client payments and ensuring booking accounts remain accurate and up to date
- Managing passenger information and ensuring required documentation is received
- Preparing and maintaining spreadsheets, passenger lists, rooming lists and tour records
- Sending pre-tour information and communicating important dates, requirements and updates to riders
- Updating tour availability and basic information across our website and booking systems
- Keeping our internal administration systems organised and up to date

International tour coordination

Our international adventures involve another level of organisation, and you'll assist with:
- Passenger and passport information
- Visa requirements and documentation
- Flight bookings and itineraries
- Accommodation and rooming information
- International travel requirements
- Liaising with our overseas partners
- Keeping track of deadlines, documents and individual passenger requirements

There can be a lot of moving pieces, so being extremely detail-orientated is essential.

Tour preparation & operations

You'll also work closely with our guides and workshop crew to help prepare each adventure before departure.

This can include

- Preparing and printing tour itineraries, rider information and crew documents
- Organising permits and other tour-specific paperwork
- Preparing rider name templates, passenger lists,



manifests and other operational documents
- Making sure the workshop has the correct rider numbers and information for upcoming tours
- Ordering equipment, supplies and consumables required for tours
- Ordering and restocking food and supplies for support vehicles
- Keeping track of camping equipment and helping ensure tour equipment is restocked and ready
- Assisting with vehicle and support-truck inventory
- Ordering parts and workshop items when required
- Helping coordinate the turnaround between tours when the crew returns
- Assisting the workshop team with general ad hoc organisation and operational tasks
- Keeping an eye on upcoming departures and making sure the things we need are organised before they become urgent

You're not being employed as a mechanic or workshop labourer — your role is to help coordinate everything behind the scenes so our crew can get out the door organised and prepared.

What we absolutely need

We're looking for someone who already has strong administration experience and is confident taking ownership of their work.

You must have

- Previous experience in administration, operations, coordination, travel, bookings or a similar role
- Excellent written and verbal communication skills
- A warm, friendly and confident phone manner
- Exceptional attention to detail
- Robust organisational and time-management skills
- Strong computer skills and confidence working across multiple systems
- Experience working with spreadsheets and detailed information
- Confidence using a Mac and learning new software
- The ability to prioritise and manage multiple tasks without constant supervision
- The ability to double-check your own work and recognise when something doesn't look right
- Confidence dealing directly with clients and solving problems
- A genuine desire to learn our tours, bikes and destinations
- A current driver's licence

Above everything else, attention to detail matters in this role. We manage multiple tours at once, hundreds of individual details, significant client payments, flights, visas, permits, accommodation, passenger information and departure deadlines.

We need someone who takes pride in getting those details right.

Even better if you have

Experience in any of the following would be highly regarded:

- Xero or MYOB — Xero experience is preferred
- Excel and Google Sheets
- Online booking or reservation systems
- Travel, tourism or tour operations
- International flights, visas or travel coordination
- Website content management
- CRM or customer-management systems
- Stock ordering or inventory management
- Motorcycles, camping, 4WDing or adventure travel

You don't need to arrive knowing everything about motorcycles or every destination we visit. We can teach you that.

What we're really looking for is someone who already knows how to communicate, organise, take responsibility,



pay attention to detail and get things done.

The person we're looking for

We're a small family-run business and a close-knit crew, so finding the right person matters enormously to us. You'll be dealing with people who are genuinely excited.

For many of our riders, this isn't just another holiday. It might be the Cape York trip they've talked about with their mates for ten years or the motorcycle adventure through Nepal they've always dreamed about doing.

When they call, we want them to feel that excitement from us too.

We're looking for someone who is friendly, outgoing and genuinely enjoys talking to people. Someone who will take the time to learn our adventures and eventually know them well enough to confidently talk riders through their options.

You'll also need to be someone who can switch gears.

There will be days spent concentrating on invoices, spreadsheets and bookings, and others where the workshop is full of bikes, the crew has just returned from a tour and another departure is around the corner.

We need someone who can see what needs doing, jump in and help, and enjoy being part of a small team.

This isn't a highly corporate environment. We work hard, have a laugh, help each other out and are incredibly passionate about what we've built.

We're looking for someone who wants to become part of that.

Hours & remuneration

This is a permanent full time position based primarily at our main workshop in Bungalow, Cairns. Hours are predominantly Monday to Friday.

Remuneration will be negotiated depending on the skills and experience you bring to the role.

The more experience you bring — particularly across administration, Xero, spreadsheets, booking systems, tourism operations, travel coordination or inventory management — the more we're prepared to recognise that in the remuneration package.

For the right person, there may also be opportunities to join some of our adventures and experience what we do first-hand.

After all, it's much easier to sell the adventure when you've actually lived it.

About Ellwood Motorcycle Adventures

We're a family-run Cairns business built from a genuine love of motorcycles, travel and adventure. We operate motorcycle adventures through some of Australia's most incredible and remote destinations, including Cape York, the Australian outback and beyond, as well as international motorcycle adventures through destinations including the Himalayas of Nepal.

We don't want to become a faceless tour company.

We want our riders to feel like they're travelling with people who genuinely care about giving them one of the best experiences of their lives.

That starts from the very first phone call or email — long before they ever get on a motorcycle.

We're looking for someone who wants to help us continue doing that.

To apply

Please send through your resume along with a short introduction telling us a little about yourself, your previous experience and why this particular role caught your attention. We're not looking for a generic application.

We'd genuinely like to know why you think you'd be a great fit for Ellwood Motorcycle Adventures and what you could bring to our crew.

[email protected]

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📌 Adventure Tours Administration & Operations Coordinator (Cairns)
🏢 Ellwood Motorcycle Adventures
📍 Cairns