What are the responsibilities and job description for the Student Tour Planner/Operations position at Holbrook Field Trips?
Tour Planner & Operations Coordinator
Location: Fully Remote (Charlotte, North Carolina Preferred)
Employment Type: Full-Time
About Holbrook Field Trips
At Holbrook Field Trips, we believe educational travel has the power to change lives. Since 1979, our family-owned company has been creating unforgettable student travel experiences that bring classroom learning to life. We partner with schools across the Southeast to plan customized educational trips that inspire curiosity, build confidence, and create lifelong memories.
We're looking for a highly organized, detail-oriented Tour Planner & Operations Coordinator to join our growing team. This is not a sales role. Instead, you'll be responsible for turning a booked trip into a seamless, well-executed travel experience.
If you love travel, enjoy building relationships, thrive on logistics, and get excited about creating exceptional experiences for students and teachers, we'd love to hear from you.
Position Overview
The Tour Planner & Operations Coordinator serves as the primary planning contact for assigned trips. This role is responsible for coordinating trip logistics, communicating with teachers and vendors, managing reservations, building itineraries, and ensuring every detail is accounted for before departure.
Successful candidates are proactive problem-solvers who enjoy juggling multiple projects, communicating with a variety of stakeholders, and finding creative solutions when plans change.
What You'll DoTrip Planning & Client Communication
- Serve as the primary planning contact for teachers and trip leaders after a trip is booked
- Guide teachers through the planning process from initial trip launch through departure
- Communicate trip details, deadlines, updates, and logistics to group leaders
- Coordinate trip changes, special requests, and adjustments as needed
- Build strong relationships with teachers and school administrators
Itinerary & Logistics Management
- Create and maintain detailed trip itineraries
- Coordinate transportation, lodging, attractions, meals, guides, and other trip components
- Ensure all trip logistics align with group goals, schedules, and budgets
- Track planning timelines and critical deadlines
- Prepare final travel documents and trip materials
Vendor Relations
- Make and manage reservations with hotels, attractions, restaurants, transportation providers, and guides
- Maintain positive relationships with existing vendors
- Research and develop new vendor partnerships
- Negotiate and confirm services, pricing, and availability
- Resolve issues and advocate for the best possible experience for our travelers
Destination Expertise
- Become an expert on assigned destinations and educational travel experiences
- Stay current on attractions, educational programs, hotels, restaurants, and transportation options
- Identify new opportunities to enhance itineraries and improve student experiences
- Provide recommendations based on group goals, age levels, and budgets
Operations Support
- Maintain accurate trip records and planning documentation
- Collaborate with sales, accounting, and tour director teams
- Assist with operational projects and process improvements
- Support trip execution and problem-solving as departures approach
What We're Looking ForRequired Qualifications
- Exceptional organizational skills and attention to detail
- Strong written and verbal communication skills
- Ability to manage multiple projects simultaneously
- Self-motivated and comfortable working independently in a remote environment
- Strong problem-solving abilities and adaptability
- Professional and relationship-focused communication style
- Proficiency with Google Workspace and standard office technology
Preferred Qualifications
- Experience in travel, hospitality, tourism, education, event planning, or operations
- Experience coordinating logistics and managing complex schedules
- Knowledge of student travel, group travel, or educational tourism
- Familiarity with CRM systems and project management tools
What Success Looks Like
- Teachers feel supported, informed, and excited throughout the planning process
- Trips are planned accurately, efficiently, and on schedule
- Vendor relationships remain strong and productive
- Operational issues are anticipated and solved proactively
- Students and educators enjoy seamless, memorable travel experiences
Why Join Holbrook Field Trips?Fully Remote Flexibility
Work from home while collaborating with a supportive and experienced team.
Meaningful Work
Help create educational experiences that impact thousands of students each year.
Travel Opportunities
Attend industry conferences, destination familiarization tours, and trip shadowing opportunities to deepen your travel expertise.
Collaborative Team Culture
While we're fully remote, we regularly connect through team meetings, optional coworking sessions at local coffee shops, and in-person gatherings throughout the year.
Growth & Development
Gain exposure to destinations across the country, develop expertise in educational travel, and grow within a company that values long-term team members and professional development.
At Holbrook Field Trips, we value positivity, professionalism, curiosity, accountability, and a genuine passion for helping students experience the world beyond the classroom.