Reservations & Operations Coordinator

About Us

Let’s go on an adventure together!  

Hey there, we’re G Adventures. We’re one of the world’s leading small group travel companies, and we’ve always believed that travel isn’t just about where you go — it’s about how it changes you.

For the last 35 years, we’ve set out to do things differently. No cookie-cutter tours. No giant buses or cruise ships. And not to mention, as few selfie sticks as possible. Just real humans, travelling your heart out across the world with open minds and a non-stop desire to make our planet better, simply by exploring it. 

At G Adventures, our DNA (or GNA, if you will) is built on belonging — where bringing your authentic self to work every day isn’t just accepted, it’s downright celebrated. For our office crew — you wanna rock a t-shirt with your dog’s face on it? We say go for it. For our Chief Experience Officers —  you wanna hit the road and call some of the most epic places on Earth your home office? We love that — and we’ve got you. Wanna spend your days with people you genuinely like? Us too — and we’re pretty sure you’ll fit right in, wherever that is. 

Now about that career of yours — this is the kind of place where you can spread your wings and truly grow into your role. The best part? You get to do it all alongside a passionate, freakishly talented, one-of-a-kind bunch excited to produce top-notch work and spread a ridiculous amount of goodness at the same time. 

Feel like this could be the right fit? We think so too, and we’re already way too excited to meet you.

About The Role

The Reservations & Operations Coordinator ensures seamless trip delivery by accurately managing bookings, cancellations, system validations, and supplier invoice reconciliations. Serving as a central operational hub, the role bridges communication across suppliers, Global Inside Sales, Fleet, Tour Staffing, and Finance to resolve booking discrepancies, coordinate tour leader logistics, and uphold service standards. The Coordinator also handles escalated incident cases, supports on-call emergency rotations, and provides key administrative support to Reservations leadership and the Senior Manager of Regional Operations.

Key Responsibilities

• Process reservations requested by the Sales team in accordance with Product team specifications, ensuring full compliance with Block Sheet guidelines.
• Perform validation checks in internal systems (e.g., Block Sheet, Validations) and report discrepancies to the Reservations Specialist or Manager, Flights & Reservations.
• Accurately enter and update reservation data, maintaining records to support reporting, audits, and operational requirements.
• Assist with the validation and reconciliation of supplier invoices against internal systems, working in partnership with regional and global Finance teams to ensure accuracy and the timely processing of payments.
• Support the Global Inside Sales teams by promptly processing booking requests, changes, and cancellations using internal tools and reports, while ensuring clear and efficient communication.
• Ensure all reservation-related tasks are completed timely and accurately to avoid unnecessary fees, respecting cancellation terms.
• Assist in ensuring the company brand and other client brands are properly represented throughout the region.
• Coordinate with the Product or Operations teams to ensure changes are correctly reflected in reservations.
• Support with weekly trip cancellations reporting, updating records and escalating issues where needed.
• Support the Reservations Coordinators and Specialists, ensuring accuracy, efficiency and the effective execution of tasks.
• Assist with requesting additional DPL departures and follow ups with suppliers.
• Provide administrative support during emergencies when scheduled on a rotation.
• Carry the emergency phone on a rotational basis and assist outside of regular work hours, as required during emergencies.

Communication & Collaboration:

• Maintain open & clear communication with the supply chain, answering all administrative queries and ensuring accurate and timely responses.
• Maintain clear communication with Operations and other teams to resolve reservation issues quickly.
• Communicate all significant reservation details to the Reservations team, Tour Staff and other relevant stakeholders in preparation for trips.
• Respond to inquiries via phone and email in a professional, prompt and courteous manner.
• Participate actively in team meetings and training sessions to stay current with departmental protocols, tools, and updates.
• Ensure email communications are followed up within 24 hours and manage delegated

• Provide operational support to cross-functional teams, including Tour Staff & operations and Fleet, as required to ensure seamless service delivery.
• Communicate and coordinate with suppliers to ensure they understand and adhere to required reservation processes and standards.
• Assist in monitoring supplier performance, including response times and service accuracy, and escalate persistent issues to the Reservations Specialist and/or Manager, Flights & Reservations.

Cross-Functional & Administrative Support:

• Coordinate with the tour staffing team on money requests and expense approvals.
• Manage delegated operations mailbox:
  • Assisting with sales queries and operational escalations
• Reviewing incident reports and cases:
  • Escalating to a manager or specialist.
  • Posting in relevant slack channels .
  • Actioning cases as needed.
• Coordinate with the tour staffing team in arranging tour leader transfers/Accomodation.
• Coordinate with relevant stakeholders keeping optional activity sheets up to date.
• Coordinate Lando vehicle changes and communicate effectively with tour leaders.
• Assist the tour staffing team with monitoring equals cards and zero-out tour leader accounts.

Skills & Experience

• Diploma or degree in Travel and Tourism, Hospitality or Business Administration - or equivalent experience in Travel, Tourism or a related field.
• Proficient in using Google Workspace tools (e.g., Gmail, Sheets, Docs, Calendar).
• Demonstrate proficiency in Polaris, Compass and Salesforce.
• Solid computer literacy and ability to adapt to reservation platforms and internal systems. (General comfort with Mac and PC operating systems.)
• Comfortable navigating multiple computer systems with accuracy.
• Highly proficient in English, both written and spoken.
• Comfortable working flexible shifts, including weekends, to meet business needs

• Strong attention to detail with a commitment to accuracy and quality.
• Ability to multitask and prioritize effectively under supervision.
• Professional and courteous communication skills (written and verbal).
• Excellent planning, organizational, and time management abilities
• Attentive to detail, actively listens, and remains calm and effective under pressure.
• Strong problem-solving abilities.

• Excellent written and verbal communication skills; able to liaise effectively with internal teams and external suppliers.

What Do We Offer You?

• Competitive Total Rewards Package, including exclusive travel perks!
• Additional days off, including on your birthday!
• Vacation time for you to recharge
• Enhanced Parental Leave
• Meaningful Employee Recognition Program
• Learning and Growth Opportunities
• Employee Resource Groups

*Applicable based on location*

Artificial intelligence (AI) tools may be used to support the administrative processing of applications, such as organizing and formatting applicant information. AI is not used to screen, assess, or select applicants. All hiring decisions are made by our recruitment team.

G Adventures is an equal opportunity employer committed to fostering a diverse and inclusive work environment. We consider all qualified applicants.