Job Description

Program Services Coordinator (Tour Leader Coordinator) – Australia

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Grand Circle Corporation
Location: Sydney, Australia / Auckland, New Zealand (Hybrid)

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About the Role

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As Program Services Coordinator, you will provide essential administrative and operational support to the Program Services Manager for Australia and New Zealand. You will play a key role in supporting our Tour Leaders, coordinating schedules and travel arrangements, maintaining accurate records, and helping ensure the smooth delivery of our tours.

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This is a varied role suited to an organised, proactive individual who enjoys working in a dynamic, international environment and can confidently manage competing priorities.

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About You

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You are a reliable, adaptable, and solutions-focused professional who thrives in a team environment. You have excellent organisational and interpersonal skills, take initiative, and are comfortable working under pressure.

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You will also demonstrate:

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- Excellent organisational and interpersonal skills.
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- A self-motivated approach, with the ability to prioritise tasks and meet deadlines.
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- Strong teamwork skills, adaptability, and reliability.
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- Excellent problem-solving and decision-making abilities.
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- The ability to remain calm and effective under pressure.
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- A flexible attitude and willingness to take on responsibilities beyond the usual scope of the role.
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Key Responsibilities

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Reporting to the Program Services Manager – Australia, the Program Services Coordinator will be responsible for supporting the effective management and coordination of Tour Leaders across Australia and Recent Zealand.

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Key responsibilities include:

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Tour Leader Coordination and Support

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- Assist the Program Services Manager with Tour Leader recruitment, hiring, and training as required.
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- Manage the Tour Leader database, ensuring records are accurate and up to date.
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- Coordinate Tour Leader schedules and maintain the relevant internal systems.
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- Arrange Tour Leader flight bookings and related travel requirements.
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- Support the Operations Manager in coordinating logistics for recruitment, training trips, and business meetings.
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- Assist the Operations team with tour deviations, operational challenges, and tour emergencies.
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Administration and Reporting

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- Review and analyse traveller survey feedback, sharing key findings and recommendations with the team and Tour Leaders.
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- Collect, review, and reconcile Tour Leader travel expenses, including basic accounting administration.
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- Collate tour information from multiple teams and prepare all relevant documentation for each tour departure.
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- Review website content and traveller booklets to ensure information is accurate and up to date.
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- Audit quarterly Tour Leader trip incentives.
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- Enter and audit Tour Leader assignment data, ensuring tour codes and related details are accurate.
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- Provide after-hours emergency support on a roster basis, approximately one week every five to six weeks.
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What You Will Bring

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- The ability to work effectively with a multicultural, international team.
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- Strong communication and interpersonal skills, including the ability to deliver and receive constructive feedback in one-on-one conversations.
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- Excellent administrative and organisational skills, with strong attention to detail.
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- Proficiency in Microsoft Office applications, particularly Excel and Word, as well as SharePoint and Outlook.
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- Initiative, a strong work ethic, and a genuine commitment to achieving goals and continuous improvement.
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- The ability to manage multiple tasks, prioritise effectively, and work independently when required.
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- Experience in the travel industry is preferred.
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How to Apply

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Please submit your application with a cover letter outlining your suitability for the role. Applications submitted without a cover letter will not be considered.

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Applicants must have the legal right to live and work in Australia or New Zealand.

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Only shortlisted applicants will be contacted for an interview.

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A couple of points to confirm before publishing

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- After-hours roster: I’ve used “approximately one week every five to six weeks,” as this appears to be the intended frequency in your original description. You may want to confirm this.
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- Location and hybrid arrangement: Consider clarifying whether the successful candidate can be based in either Sydney or Auckland and whether the hybrid arrangement applies to both locations.
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- Reporting line: The role description refers to supporting the Program Services Manager in Australia while covering Australia and New Zealand. Confirm whether the position supports both markets or Australia only.
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📌 Program Services Coordinator (Sydney)
🏢 Grand Circle
📍 Sydney