| Detail | For this role |
|---|---|
| Department | Hospitality |
| Level | Entry level |
| Reports to | Tour Manager |
| Direct reports | None |
| Experience | Fresher or up to 3 years |
Tour Coordinator job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Tour Coordinator
Department: Hospitality
Reports to: Tour Manager
Location: [City], [office, branch or site]
About the role
A Tour Coordinator organises tours from the office so they run smoothly on the ground. They book hotels, transport and activities, prepare documents and coordinate with tour managers and suppliers. The role reports to the Tour Manager or Travel Branch Manager. A good Tour Coordinator gets every booking and document right before departure, keeps suppliers confirmed and briefed, and gives tour managers a well organised trip so travellers never face avoidable gaps or confusion on the road.
Key responsibilities
- Book hotels, transport, guides and activities for tours as per the itinerary.
- Prepare tour documents, vouchers, rooming lists and itineraries for groups.
- Coordinate with suppliers to confirm bookings, timings and special needs.
- Brief the tour manager on the itinerary, bookings and any changes.
- Track advances and payments to suppliers for each tour.
- Handle changes to bookings before and during the tour from the office.
- Keep the tour calendar and supplier contacts up to date.
- Prepare cost sheets and reconcile tour expenses after the trip.
- Handle traveller queries and their travel documents before each departure.
- Support the tour manager with logistics while the tour runs.
Requirements
- Degree or diploma in travel and tourism
- Tour or travel coordination exposure
- Good organisation and Excel skills
- Fresher or up to 3 years
KRAs and KPIs for a Tour Coordinator
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Booking accuracy | Tour bookings confirmed correctly with no gap before departure |
| Document readiness | Tour documents and vouchers ready before every departure |
| Supplier coordination | Suppliers confirmed and briefed on time for each tour |
| Cost control | Tour costs reconciled within the budget after each trip |
| Traveller readiness | Traveller queries and documents handled before departure |
Skills and tools
Tools used day to day: Travel booking systems, MS Excel, Supplier portals, CRM, Email.
Reporting line and career path
Next roles: Tour Manager, Travel Branch Manager, Holiday Package Executive
Interview questions for a Tour Coordinator
- How do you organise bookings for a group tour?
- How do you prepare documents and vouchers for a tour?
- How do you confirm and brief suppliers before departure?
- How do you handle a booking change during a tour from the office?
- How do you reconcile tour costs after a trip?
- How do you keep the tour calendar and contacts current?
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What does a Tour Coordinator do?
A Tour Coordinator organises tours from the office so they run smoothly on the ground. They book hotels, transport, guides and activities, prepare documents and vouchers, confirm suppliers and brief the tour manager. They track payments and reconcile costs, reporting to the Tour Manager or Travel Branch Manager.
What is the difference between a Tour Coordinator and a Tour Manager?
A Tour Coordinator works from the office, arranging bookings, documents and suppliers before and during a tour. A Tour Manager travels with the group and runs the tour on the road. The coordinator prepares the trip; the manager delivers it in person with the travellers.
What qualifications does a Tour Coordinator need?
Most Tour Coordinator roles ask for a degree or diploma in travel and tourism with tour or travel coordination exposure. Freshers are welcome. Strong organisation, attention to detail, supplier coordination and comfort with Excel and booking systems matter most at this level.