Group Tour Operations Coordinator

Friendship Tours is a 49-year-old market-leading tour operator in Bloomfield, CT. We provide outstanding motorcoach daytrip tours, overnight tours, special events, fly tours, and cruise experiences for pre-formed groups including senior centers, park & recreation departments & adult education programs. We are seeking a highly organized and detail-oriented full-time Group Tour Operations Coordinator to support our Motorcoach Daytrip & Overnight Tour departments. This role is essential in ensuring seamless tour execution while delivering an exceptional client experience from tour planning through departure. This is a full-time, in-person position reporting to the Tour Managers. No travel is required.

Position Overview:

The Group Tour Operations Coordinator manages multiple tours simultaneously, overseeing operational details, vendor coordination, documentation, and client communication. This role also supports trip insurance quoting and marketing initiatives, making it ideal for a candidate who thrives in a fast-paced, deadline-driven environment and enjoys both logistics and creative collaboration. Key Responsibilities (include but are not limited to):

Tour Operations:

Coordinate day-to-day implementation of multiple motorcoach day trips and overnight tours Prepare itineraries, tour documents, and client communications Manage reservations and rooming lists Negotiate and confirm vendor contracts and services Track deadlines including deposits, final payments, and vendor cut-offs Maintain accurate data entry within proprietary reservation and CRM systems Reconcile accounts and assist with administrative reporting Research destinations and attractions to assist in developing new tour offerings suitable for our client base

Client & Vendor Relations:

Build and maintain positive relationships with group leaders and suppliers Provide outstanding customer service to clients and partners Address operational challenges proactively and professionally

Trip Insurance Administration:

Assist with quoting, presenting, and processing trip insurance plans Communicate coverage options clearly and accurately to clients

Marketing & Creative Support:

Create and update marketing materials using Microsoft Publisher and Canva (flyers, social media graphics, email blasts) Assist with social media content and email marketing campaigns

Administrative & Office Support:

Perform reception duties in a professional and courteous manner Train on and master proprietary tour reservation and operations software

Qualifications:

1-3 years of experience in a similar role within the travel industry, preferably in group motorcoach tours Strong organizational skills with exceptional attention to detail and accuracy Ability to manage multiple projects and deadlines simultaneously Excellent written and verbal communication skills Strong customer service skills with the ability to build lasting relationships Comfortable working in a fast-paced, team-oriented office environment

Technical Skills:

Proficiency in Microsoft Office (Word, Excel, Outlook, Publisher) Experience with Canva or similar design platforms preferred Familiarity with AI tools (such as ChatGPT or similar platforms) for research, content creation, or workflow efficiency FileMaker Pro experience a plus Ability and willingness to learn new technologies quickly

Industry Knowledge:

Geographic knowledge of the United States and Canada, particularly Northeast destinations (New England, New York, Pennsylvania, Washington, DC) Tourism knowledge including map reading, routing, sightseeing attractions is preferred Experience with travel insurance quoting or administration preferred

Education:

College degree preferred with emphasis in Travel & Tourism or related field a plus.

Job Type:

Full-time Pay:

From $50,000.00 per year

Benefits:

401(k) 401(k) matching Paid time off

Schedule:

Monday to

Friday Education:

Associate (Preferred)

Experience:

Travel planning: 1 year (Required) Ability to

Commute:

Bloomfield, CT 06002 (Required) Ability to

Relocate:

Bloomfield, CT 06002: Relocate before starting work (Required)

Work Location:

In person