Experience Travel Operations Coordinator

Job Details

Description
Cliff Drysdale Tennis and Peter Burwash International is seeking a part-time Experience Travel Operations Coordinator
The Part-Time Operations Coordinator plays a vital role in supporting the Cliff Drysdale Tennis and Peter Burwash International Experience Sales Team by supporting day-to-day operational logistics and administrative coordination. This position ensures that events, camps, and custom experiences run smoothly behind the scenes by supporting staffing logistics, event operations, registration monitoring, confirmations, and marketing-related administration. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable juggling multiple priorities in a fast-paced, service-driven environment.

Department & Operational Support

• Support the entire Travel & Experience Sales department with operational logistics and administrative coordination.
• Provide administrative support to the VP of Travel & Experiences, focused on non-strategic and execution tasks.

Staffing Logistics

• Coordinate staff travel logistics, including airfare, ground transportation, and car rentals.
• Schedule staff meetings and prepare or organize meeting materials as needed.
• Collect, organize, and track staff expense reports.
• Submit payroll requests for camp and event staff.

Event Registration Logistics

• Manage event registrations and provide general monitoring and oversight.
• Direct event-specific or detailed guest questions to the appropriate event lead.
• Coordinate on-site and pre-event logistics, including grocery orders, goody bags, trophies, and other event-related supplies.

Confirmations & Guest Communications

• Assist with maintaining and updating the Team Captain database.
• Support custom camp and event confirmation communications.
• Prepare, compile, and update confirmation PDFs and related documentation.
• Assist with developing and maintaining confirmation templates.

Financial & Reporting Support

• Assist with expense report tracking and reconciliation.
• Enter invoiced amounts into estimated room reports for easy comparison and tracking.

Website & Marketing Support

• Support with leads and opportunities within SalesForce.
• Supporting with website content as needed related to events, camps, and experiences.
• Submit and manage internal marketing requests.
• Support marketing efforts related to confirmations, templates, and event materials.

Qualifications & Skills

• A collaborative team player who brings positive energy, flexibility, and a solutions-oriented attitude to supporting teammates and guests.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple tasks and deadlines independently.
• Excellent written and verbal communication skills.
• Comfortable working with databases, spreadsheets, and document management.
• Experience with event operations, travel coordination, or administrative support preferred.
• Professional, service-oriented mindset aligned with delivering high-quality guest experiences.