Program Services Coordinator

Program Services Coordinator (Tour Leader Coordinator) – Australia

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

About the Role

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.

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.

About You

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.

You will also demonstrate:

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

Key Responsibilities

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 New Zealand.

Key responsibilities include:

Tour Leader Coordination and Support

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

Administration and Reporting

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

What You Will Bring

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

How to Apply

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

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

Only shortlisted applicants will be contacted for an interview.

A couple of points to confirm before publishing

• 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.
• 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.
• 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.