Job Description: Operations Coordinator

Who are we? 

UniLife Experiences is a student travel company that has been providing unforgettable experiences to thousands of students since 2018. At UniLife, we believe that travel should be more than just seeing new places – it should be an opportunity to make new friends, have fun, and create memories that will last a lifetime. We are passionate about creating a culture that promotes fun & inclusivity, and we are looking for driven and ambitious individuals who share our values to join our team.

We specialise in organising trips for societies, sports clubs and student groups in higher education. We take care of all the details, from flight booking, accommodation and activities management, and account management to ensure the trip runs smoothly for our clients. 

Description: 

Our busy student travel company is seeking an experienced and highly organised Operations Coordinator to join our team. As an Operations Coordinator, you will be responsible for overseeing the day-to-day planning and execution of our trips. You will work closely with the team, our clients and suppliers to ensure all trips run as smoothly as possible. 

Responsibilities:

• Oversee the operations of multiple trips and events, ensuring that they run smoothly and efficiently. This includes Airlines, Hotel/hostel bookings, transfer bookings, entertainment providers, tour guides and more.

• Communicate and liaise with suppliers to plan and execute trips, ensuring that all details are correct and up-to-date. This includes dates, times, participant information and numbers.

• Managing accurate, up-to-date records of all trips.

• Manage the support inbox and respond to customer enquiries in a timely and professional manner.

• Assist with the creation of documentation, including itineraries, information letters, visa letters, quotes, etc.

• Work with clients to understand their needs and execute upon them, ensuring that all requirements are met.

• Manage the timetabling, availability, and allocation of trip leaders to ensure that all trips are adequately staffed.

• Maintain expert knowledge of UniLife destinations, student experience, and travel trends.

• Coordinate with suppliers to ensure that the correct dates and times are scheduled for all parts of the travel.

• Ensure that participant safety is fully understood and that all safety procedures are monitored and tracked.

• Maintain a personable and professional demeanour when communicating with clients and suppliers.

• Manage multiple clients and maintain regular communication.

• Pay close attention to detail and ensure that all aspects of trip planning and execution are accurate and complete.

• Attend University welcome fairs and industry events to promote our brand and generate leads.
  

Person Specification

Essential Characteristics:

• Bachelor’s degree

• Excellent organisational skills with a keen eye for detail

• Ability to handle high volumes of work to a high standard

• Strong communication skills, both written and verbal. 

• Ability to work in high-pressure environments

• Attention to detail

• Great at following processes and enhancing existing processes 

• Adaptable 

• Must be team-oriented, extremely motivated, and able to work independently

• Proficiency in Microsoft Office

• Willingness to travel and work on evenings/weekends when necessary

Desirable Characteristics:

• Passion for travel and working with students

• Knowledge and experience of Student Unions (Membership/committee positions in Societies or sports clubs are highly desirable) 

• Experience in event planning/organising.

• Ability to lead large groups 

Salary: £21,000 + Bonus scheme

Benefits:

• Opportunities to travel

• 21 days Holiday (There will be periods where holidays will not be permitted during the high season and additional, extended periods of holiday in low seasons)

• Ability to work remotely/travel during low season

• Great work culture

Duration: Permanent 

Requirements:

• 9:30 am – 5:30 pm Monday to Friday core working hours (37.5 hours per week)

• There will be some requirements to work on evenings and weekends (time off in lieu can be accrued) 

• Ability to commute to Nottingham office 3 days per week (2 days remote work per week)

Please submit your CV and cover letter to contact@unilifeuk.com. For informal enquiries, please contact martin@unilifeuk.com. 

The deadline for applications will be the 30th of May 2023. 

Interviews will take place w/c the 7th of June. This position will have a start date of the 4th of September 2023.