Office Admin & Logistics Manager – Tours

Role Purpose

The Office Admin & Logistics Manager will be responsible for managing and coordinating all tour-related logistics from the office.

The primary objective of this role is to ensure that every tour is properly documented, planned and operationally supported from the office, so that the tour team can execute the tour smoothly on the ground.

The person will act as the central logistics support point for all ongoing and upcoming tours and must remain available on call for logistical support, including during tour operations.

Key Responsibilities

1. Tour Documentation & Office Coordination

• Maintain complete and updated documentation for every tour.
• Ensure all tour files, checklists, confirmations and operational documents are in order before departure.
• Verify that all required information is available with the concerned tour team.
• Maintain a systematic record of hotels, transport, meals, sightseeing, activities, tickets and other tour arrangements.
• Keep tour-wise documents and information easily accessible for the operations team.

2. Pre-Tour Logistics

• Coordinate with the concerned Tour Executive/Tour Manager to ensure all arrangements are confirmed before the tour.
• Check that hotel bookings, transport arrangements, sightseeing, meals, activities and other requirements are properly confirmed.
• Ensure all necessary vouchers, booking confirmations, contact details and instructions are compiled and shared.
• Identify missing information or pending arrangements and follow up with the concerned person/vendor.

3. Central Logistics Support During Tours

• Act as the office point of contact for tours operating outside the office.
• Remain available on phone for logistical support whenever required.
• Assist tour executives/tour managers in resolving operational issues.
• Coordinate with hotels, transporters, restaurants, activity providers and other vendors when required.
• Help arrange alternative solutions in case of delays, cancellations, emergencies or changes in the tour plan.

4. Vendor & Service Coordination

• Maintain updated contact details of all important vendors and service providers.
• Coordinate with hotels, transporters, restaurants, attractions and other suppliers.
• Follow up on confirmations and pending requirements.
• Ensure that vendors have the correct tour details and requirements.

5. Tour File & Records Management

• Maintain a proper tour-wise master file/system containing all relevant operational information.
• Keep records of bookings, confirmations, payments/advances where applicable, contact details and operational instructions.
• Ensure that completed tour documents are properly filed for future reference.

6. Internal Coordination

• Coordinate closely with Tour Executives, Tour Managers and the management team.
• Ensure important logistical information reaches the right person at the right time.
• Track pending operational tasks and follow up until completion.
• Escalate important issues to management whenever required.