Tour Staff Coordinator - Cape Town at G Adventures

About the role

• The Tour Staff Coordinator is responsible for assisting the Tour Staff Manager in the management of all CEOs (Tourist guides) and relevant processes involved in their successful tour operation from start to finish. This includes management of all admin related to CEOs, and all aspects of their performance management. 

This role is office based, currently two days a week based in Cape Town. 

What you’ll be doing

• Assist in managing and performing all CEO administrative tasks as required, this includes but is not  limited to payroll, accounts process, rostering and schedules, implementation of incentive programs and  local awards programs, and assisting with managing correspondence from CEOs
• Maintaining CEO records including contracts, benefits, profile updates and up to date first aid  qualifications and updating route guides, trip and welcome notes
• Support the Tour Staff Management with the implementation of CEO incentive programs, local awards  programs and monitor and regularly contribute to the CEO forum discussions, CEO engagement,  recruiting and training CEOs and promoting growth in the region.
• Read the CEO comments section on passenger evaluations and make suggestions and provide input.
• Ensure timely submission of all aspects of tours in Polaris, checking and supervising money request  dailies, cash flow, post trip emails and general trip expenses.
• Working with CEOs to ensure they take responsibility for their own trip’s expenses and documents.
• Responsible for compiling pre-trip documents for the CEOs and assisting the CEO Manager in pre and  post-trip report and debrief of CEOs.
• Apply and plan for Work Permits and Visas ie. Namibian Work Permits.
• Coordinate and assist in ground support for logistical issues during trips and on trip emergencies and  assist with critical incident management as requested by the Tour Staff Manager.
• Contribute to special projects, such as gathering and organizing photos for internal and external use;  developing manuals and other CEO resources.
• Any other tasks as requested by the Tour Staff Manager.
• Assist CEOs in getting all necessary information for trips.
• Provide CEO practical field support when needed or requested by the Tour Staff Manager.
• Assist the Tour Staff Manager to manage the operational aspect re new and existing Planeterra projects and  the updating of CEOs and Cape Base on these projects’ operations.
• Supervise cleaning of vehicles, gear and packing of vehicles on occasion when needed.
• Assist the Tour Staff Manager with capturing of invoices as needed relevant to Tour Operations for special projects.
• Weekend work as required by role (will be made up with time in lieu)
• Carry Regional emergency phone as of rotation schedule
• Able to understand the needs of both a CEO and G Adventures as a business

What you’ll need:

• Previous travel experience and a passion for the region/industry and people
• Excellent verbal & written communication skills
• Strong administration background & organizational skills
• Ability to manage a crisis and take responsibility for the safety of others.
• Customer service oriented
• Ability to navigate and use a variety of computer systems confidently with speed and efficiency.
• Basic understanding of accounting/bookkeeping with the reconciliation of expense accounts. 
• Ability to recognizing the demands of deadlines and schedules in work.
• Ability to focus on day-to-day operations whilst achieving operational excellence.
• Ability to work legally in South Africa and travel as required by role.

Nice to have:

• 1+ years of service at G Adventures is preferred or relevant experience in the travel industry.
• Experience as a Tour Guide, driver and/or guide in Africa would be an advantage.