Overseas Operations Assistant

at Exodus Travels / TrekAmerica / Headwater Holidays (view profile)
Location Surbiton, United Kingdom
Date Posted 25th June 2019
Category In the office
Job Type Full-time


Who you’ll be working for


Exodus is the UK’s leading active adventure travel company, operating Trekking, Cycling, Wildlife and Discovery holidays worldwide. Having been founded in 1974, the company retains its adventurous and exploratory nature, while operating in a modern and agile way.


Exodus is part of Travelopia, the world’s largest experiential travel company. Operating across the globe including Europe, Australia, North America and Canada, we’re passionate about being the best and pride ourselves on the unique and diverse range of holiday experiences we offer our customers. Our combined businesses are the world’s largest provider of specialist and experiential travel with a range of unique experiences, from private jets, polar expeditions, sailing, ski holidays and more.


About your team


This role sits within the iDMC team (Internal Destination Management Company) which is responsible for the directly operated products in western Europe. This range of products includes walking, cycling and winter products for both our brands, Exodus and Headwater, operated as guided groups or self-guided trips. Key countries include Italy, France, Spain, Austria and Portugal.


What you will be doing


The Overseas Operations Assistant supports the Overseas Staffing Manager and 5 Regional Operations Managers in delivering operational requirements, with a primary focus on supporting Exodus Leaders and Headwater Reps


As the Overseas Operations Assistant, you will be responsible for…

  • Setting up new Exodus Leaders on systems and sending out leader branding
  • Keeping the UK Leader Information Register updated
  • Arranging flights (and adding relevant equipment), pre/post tour accommodation (in the UK or locally) and local transport (if applicable) for Exodus Leaders and Headwater Reps
  • Updating the relevant scrolls (schedules) with travel details
  • Answering general leader/rep questions
  • Adding details of leader travel costs, wages and expenses to trip cost templates
  • Loading trip departures into scrolls, keeping this up to date on a weekly basis and advising the Overseas Staffing Manager of any confirmed and/or cancelled departures
  • Assigning Exodus Leaders to tours in Softrip (reservations system)
  • Calculating weekly budgets and sending trip fund requests to the finance team
  • Administering leader trip report forms - sending invitations to leader and completed reports to Regional Ops Managers
  • Creating Holiday Evaluation Form Single Trip Reports for double departures
  • Keeping Leader Dropbox files updated
  • Keeping Leader Route Notes updated
  • Reconciling the team’s shared company credit card
  • Completing general admin for Exodus Leaders and Headwater Reps
  • Booking team travel arrangements
  • Updating Headwater Rep boxes and paperwork prior to the season start with the Regional Ops Managers
  • Assisting the Regional Ops Managers with ad hoc tasks as needed


What we are looking for

  • Excellent organizational skills
  • Exceptional attention to detail and a thorough approach to tasks
  • Good written and verbal communication skills
  • The ability to manage a range of tasks
  • Strong team work and a flexible attitude to develop with the role
  • A willingness to take responsibility for certain processes
  • An interest in outdoor activities and adventure travel


Working with us

Join us and in return you'll be rewarded with:

  • Competitive salary
  • Various employee discounts and offers
  • Cycle to work scheme
  • Contributory Pension scheme
  • Career progression opportunities

Please note that for all benefits, details were accurate as at the date of publication. Any changes will be notified to you upon your start with the Company.


How to apply

Please email your CV and covering letter to [email protected] quoting ‘Overseas Operations Assistant’


We are particularly keen to hear from members of the Explorers Connect community so please mention Explorers Connect in your application.